Office Administration Lead - 35 Hours Per Week

$33 - $42 per hour

We are searching for a talented Office Administration Lead to join one of our Pharmaceutical partners in Jersey City, NJ! The General Affairs Lead, provides broad facilities management and office management support across functions within MTPA. The Lead is responsible for the smooth and efficient operation of the office environment. This includes managing administrative tasks, overseeing office staff, and ensuring a positive and productive workplace. The incumbent administers a variety of general business programs, services, and events, and he/she manages related contract administration responsibilities. The incumbent also supervises the reception area staff and oversees the work of other ad-hoc temporary staff. Additionally, the Manager provides a range of administrative support for several functional areas, namely Human Resources (HR), Accounting, the President, Vice Presidents, and Directors. This is a temporary 6-month assignment with a possibility for extension based on performance and business needs.

• Monday - Friday; 35 hours per week
• This is a hybrid role in Jersey City, NJ; candidates will be required onsite 2-3 days per week

Responsibilites of the Office Administration Lead:

• Administer general business programs, services, and events that span across functional areas, support the broader business, and serve both employees and contractors alike
• Ensure an adequate, uninterrupted supply of office supplies for all areas through effective supply management practices
• Organize maintenance companies to keep the office clean and safe and ensures its appliances are in good working order
• Act as MTPA Fire Warden; oversees fire marshals and their training to ensure a strong fire safety culture
• Serve as Notary Public (NJ), notarizing documents as needed for multiple internal organizations
• Continually evaluates all program services, vendors and costs, researches new options, and proposes changes as appropriate to ensure company receives cost-effective and quality service
• Prepare and submit Occupational Safety and Health Administration (OSHA) reporting, as needed
• Provide oversight and support to the office facilities
  
• Serve as a point of contact for internal and external communication relating to office operations
• Manage incoming and outgoing office mail and correspondence
• Organize meetings, appointments, and events at the office or company-related events when necessary
• Lead discussions on the most efficient and effective office usage in collaboration with the direct manager and other MTPA departments, monitoring office attendance ratios
• Directly supervises, trains, coaches and develops multiple receptionists to ensure effective interaction with employees, contractors and visitors
• Arrange for and oversees the work of contractors and temporary employees for short-term technical and administrative needs
• Process invoices and payments
• Manage petty cash and expense reports
• Execute competitive bidding processes, negotiates, and/or oversees a wide variety of vendor contracts (e.g., company car purchases, hotels, limo services, cell phones, telephone calling cards, copiers, office and kitchen supplies, building maintenance, office party services/supplies, etc.
• Assist with budget preparation and tracking of office operations budget
• Provide broad support to Accounting/Administration Department and specifically the daily processing of General Accounts Payables, expense reports, etc.
• Enforce office policies and procedures
• Maintain a safe and welcoming office environment
• Support Human Resources (HR) on various special programs and HR-led company events and activities as assigned
• Handle other administrative tasks as assigned

Qualifications of the Office Administration Lead:

• Associate's degree in Office Administration, Facilities Management, HR or a business curriculum; Bachelor's degree preferred
• Minimum of 5-7 years of related experience most likely gained in Facilities Management, Operations, Office Management or Human Resources roles
• Experience should include contract management/administration for building services and supplies
• Prior supervisory experience is also desired
• Good organizational and project management skills; proven ability to plan and implement projects on-time and on-budget
• Strong interpersonal, communication and negotiation skills
• Highly responsive attitude complemented by good judgment; manages rapidly shifting situations and demands from multiple sources, prioritizing as needed
• Proven ability to maintain sensitive and confidential information
• Efficient ability to multitask and prioritize effectively
• Proficient problem-solving and decision-making abilities
• Effective leadership and supervisory skills. Able to influence at all levels up to and including executive-level staff
• Good understanding of Accounts Payable
• Strong skills in MS Office (Word, Excel, PowerPoint)
• Knowledge of HRIS systems is a plus

• Ability to sit or stand for long periods of time
• Manual dexterity required to operate office equipment, i.e. computers, phones, copy machine/printer
• Ability to carry, handle and reach for objects
• Ability to lift and pull up to 15 pounds
• Ability to work at our New Jersey Office a minimum of 2 to 3 days per week

Salary : $33 - $42