TITLE: Office Administrator
TYPE: Part Time
LOCATION: Newark, NJ
JOB SUMMARY:
Responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency.
DUTIES AND ESSENTIAL JOB FUNCTIONS:
EDUCATION:
EXPERIENCE:
Qualifications:
Required:
If interested and fit requirements, please complete the downloadable employment application provided below. Once completed, submit both the employment application and resume via the form below.
TYPE: Part Time
LOCATION: Newark, NJ
JOB SUMMARY:
Responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency.
DUTIES AND ESSENTIAL JOB FUNCTIONS:
- Maintain office services by organizing office operations and procedures, and controlling correspondence.
- Responsible for various office errands needed.
- Organize office operations and help implement policy and procedures.
- Maintain filing systems and coordinate with other offices.
- Ensure security, integrity, and confidentiality of data.
- Daily scanning and filing of all documents, specifically field sheets.
- Plan in-house fun to promote a company culture and coordinate office staff activities to ensure maximum efficiency.
- Front desk reception – answer calls and greet visitors.
- Prepare memos, letters, spreadsheets, and presentations ensuring they display the highest level of editing and formatting excellence.
- Maintain inventory, order, and stock supplies – break room supplies, snacks, and office supplies.
- Maintain organization and cleanliness of common area.
- Manage incoming mail and packages and assist with shipping. (FedEx/UPS/USPS)
- Help facilitate and make recommendations for office repairs/needs.
- Responsible for maintaining NJ conference room calendar scheduling.
- Assist in the preparation, printing, binding and shipping of Engineering proposals.
- Coordinate with our IT partners on all office equipment needs/issues.
- Assist employees with questions about benefits, ongoing and upcoming projects, policies and procedures.
- Collect, scan and send company truck monthly mileage logs to the Safety Director.
- Collect, code, scan and send received bills for the office to the Controller.
- Identify job numbers for invoice payments received and advise Controller if there are any Vendors to be paid from payment.
- Assist with invoicing for the office on a weekly and monthly basis.
- Assist with accounts receivable collection for the office as needed.
EDUCATION:
- College degree preferred.
EXPERIENCE:
- Knowledge of clerical practices and procedures.
- Computer skills and knowledge of office software packages.
- Accounts Receivable/Accounts Payable experience preferred.
- Experience working in an engineering office a plus but not required.
Qualifications:
- Demonstrate a track record of over-achievement.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving
- Excellent written and verbal communication skills.
- Must know and understand advanced features of Excel, Word, Outlook and PowerPoint.
- Strong organizational and project management skills with the ability to multi-task.
- Experience managing outside agencies and vendors.
Required:
- Must be tech-savvy.
- Must be a self-starter, highly organized, and able to work well with employees at all levels in the organization.
- Must possess top level business management, interpersonal, and facilitation skills.
- Proficiency with Microsoft Office and Windows-based computer applications.
- Results driven – strives to make a difference; enjoys a challenge and working under pressure to achieve the objective.
If interested and fit requirements, please complete the downloadable employment application provided below. Once completed, submit both the employment application and resume via the form below.
| Marine Solutions Employment Application |