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Office Manager

3 months ago

Mahwah, United States Recon Construction Full time

**Job Description: Office Administrator**

**Position Overview**:
The Office Administrator will oversee and coordinate various office administrative tasks to ensure smooth operations. This role involves managing vendor and supplier relationships, answering phone calls, handling mail, managing tenant relations, and utilizing Rent Manager software for tenant information and rent collections.

**Key Responsibilities**:
**Vendor and Supply Management**:

- Review and Manage Contracts:

- Regularly review all vendor and supplier contracts and payments.
- Key vendors include Flavia Coffee Brewer, Interstate Waste (garbage collections), Carson Dormakaba, and others.
- **Inventory and Orders**:

- Ensure office supplies are stocked, neat, and orderly.
- Place orders for necessary supplies such as large format paper and ink (NAPCO), printer ink (Toshiba), regular office supplies, pantry items, uniforms, and safety attire.
- Maintain an inventory of uniform sizes and manage orders for new uniform items and safety equipment.

**Phone Call Management**
- **Secondary Point of Contact**:

- Act as the second point of contact for answering phone calls when the first point of contact is unavailable.
- Handle AquaSpace calls/messages differently, as per the protocol.
- Write up phone message sheets with all information and deliver them to the correct person or transfer the call to the requested party.

**Mail Handling**
**- Mail Collection and Distribution**:

- Pick up mail from PO Box and building mailbox.
- Open, date stamp, and sort mail.
- Review the details of documents and distribute as necessary.

**Office Supplies Management**
**- Stock and Order Supplies**:

- Ensure all office supplies are stocked, neat, and orderly.
- Place orders for Shop Rite, Amazon, NAPCO, Toshiba, etc., as needed.
- Ensure the office is stocked with water, coffee, milk, snacks, and other pantry items.

**Document Management**
**- Printing and Scanning**:

- Print and scan documents as requested.
- Download project documents and save them to the server.
- Organize and file printed documents as needed.

**Rent Manager Software Management**
**- Training and Management**:

- Utilize Rent Manager (RM) software and manage its accuracy.
- Enter all tenant information, new tenant, and lease agreement costs/fees into the RM software.
- Utilize ZEGO banking within RM software to ensure accurate portal information for tenants and timely rent collections.

**Tenant Relations**
**- Coordination and Scheduling**:

- Coordinate and schedule move-in dates for tenants, providing necessary details.
- Ensure all lease agreements are accurate, and collect security deposits and first month's rent before signing.
- Work with the Molfetta team on new lease agreements.
- Compile necessary items for tenant handoff, including key fobs, EZ Pass tags for garage parking, and utility account transfers.
- Coordinate with the site superintendent regarding tenant move-in dates and information.

**Answering Service Coordination**
**- Daily Summary and Resolution**:

- Review daily summaries of the answering service to ensure all items are resolved.

**Qualifications**:

- Proven experience as an Office Administrator or in a similar role.
- Strong organizational and multitasking skills.
- Must be a self-starter and be able to independently work on tasks.
- Excellent communication skills, both verbal and written.
- Two years of Excel experience and familiarity with formulas and tables.
- Ability to handle sensitive information with discretion.
- Strong attention to detail and problem-solving skills.

**Work Environment**:

- The role is position is an in-person position located in Mahwah NJ office.
- The role involves interaction with vendors, tenants, and various internal teams, requiring excellent interpersonal skills.
- Casual, fun, and productive work environment.

Pay: $40,000.00 - $60,000.00 per year

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Vision insurance

**Experience**:

- Microsoft Office: 1 year (required)
- Administrative experience: 1 year (required)

Ability to Commute:

- Mahwah, NJ 07430 (preferred)

Ability to Relocate:

- Mahwah, NJ 07430: Relocate before starting work (required)

Work Location: In person