We are looking for an Administrative Assistant to provide hands-on support for workplace operations in Tinton Falls, New Jersey. This Long-term Contract position is ideal for someone who is highly organized, responsive, and comfortable balancing office coordination, vendor follow-up, and employee support in a fast-paced environment. The person in this role will partner closely with facilities leadership to help keep daily operations running smoothly while delivering a detail-oriented experience for staff and visitors.
Responsibilities:
- Coordinate day-to-day office and workplace activities to help maintain an efficient and well-supported environment.
- Process and monitor purchase orders, invoices, and vendor-related records while keeping administrative documentation accurate and up to date.
- Arrange maintenance visits, repair appointments, and preventative service work, and follow through on open items until completion.
- Serve as a point of contact for employee workplace needs, including badges, keys, access requests, supplies, and general office support.
- Maintain organized files for service history, vendor details, facilities documentation, and ongoing office projects.
- Assist with internal meetings by reserving space, organizing room schedules, and coordinating food and beverage arrangements when needed.
- Support office moves, workspace adjustments, and smaller improvement projects across the site.
- Share facilities-related notices and updates with employees as needed to keep the office informed.
- Contribute to workplace safety and emergency preparedness activities under the direction of the Facilities Manager.
- Provide additional administrative and reception support, including handling calls, data entry, and front-office tasks as assigned.
- Previous experience in administrative support, office coordination, or facilities-related operations.
- Ability to manage multiple tasks at once while maintaining strong attention to detail and organization.
- Experience working with vendors, invoices, purchasing records, or service documentation.
- Strong communication skills with the ability to interact professionally with employees, visitors, and service providers.
- Proficiency with Microsoft Office and other standard office tools for tracking, reporting, and correspondence.
- Comfortable working independently, taking initiative, and following through on assignments with minimal supervision.
- Capability to support front desk activities, answer inbound calls, and complete data entry accurately.
- Dependable, service-oriented approach with a focus on delivering timely and effective support.