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Office Administrator

2 hours ago

Trenton, New Jersey, United States Adams Party Rental Full time

Office Administrator

Full-Time | Onsite | Central New Jersey

Join our team—and help shape what's next.

We're a family-owned, growth-minded event rental company serving New Jersey and Southeastern Pennsylvania, and we're looking for a seasoned Office Administrator with strong bookkeeping experience to be a cornerstone of our operations. If you thrive in a hands-on role where accuracy, accountability, and teamwork matter, this is an opportunity to make a real impact.

Who We Are

For 75 years, Adams Rental has delivered Excellence in Event Execution for weddings, festivals, fundraisers, trade shows, corporate events, and more. Our values—Commitment, Responsiveness, Accountability, Teamwork, Excellence, Fun, and Dignity—aren't just words; they guide how we work with our clients and each other.

Why You'll Love Working Here

We believe great teams deserve great support. You'll enjoy:

  • Competitive salary
  • Medical, dental & vision insurance
  • Short-term disability & employer-paid life insurance
  • SIMPLE IRA with company match
  • Paid holidays & generous PTO
  • Employee Assistance Program & mental health resources
  • Training, development & tuition reimbursement
  • Employee appreciation programs
  • Up to $1,000 per year in free equipment rentals
  • A collaborative, professional, and genuinely supportive culture

The Role

Reporting directly to the President and Vice President, the Office Administrator is a key role responsible for accounting, office management, payroll, and HR administration. This is a fully onsite position (5 days/week).

This role requires hands-on experience in bookkeeping, particularly accounts receivable, accounts payable, billing, and collections.

What You'll Do

Bookkeeping (Core Focus- 70%)

  • Manage Accounts Receivable, Accounts Payable, billing, and collections
  • Process daily customer payments and perform regular cash reconciliations
  • Follow up professionally and consistently on past-due accounts
  • Close rental contracts, issue final invoices, and track late equipment returns
  • Enter vendor invoices and prepare payments in QuickBooks
  • Maintain organized, secure financial records
  • Support monthly reviews of AR and commission reports with leadership
  • Assist with regular reports and financial tracking

Office & Administrative Operations (15%)

  • Maintain office supplies, phones, subscriptions, and vendor relationships
  • Liaison with IT company
  • Serve as backup support for incoming calls and customer inquiries
  • Support leadership with reporting, scheduling, and operational tasks
  • Ensure a professional, organized showroom and office environment

Payroll & Human Resources

  • Process bi-weekly payroll and maintain PTO balances and payroll reports
  • Conduct new hire onboarding and maintain personnel files
  • Serve as the primary contact for employee benefits and Open Enrollment
  • Review benefit invoices and resolve discrepancies
  • Track leaves of absence, unemployment claims, and OSHA reporting
  • Coordinate employee recognition, training programs and appreciation initiatives

What We're Looking For

Required Experience & Qualifications

  • Seven (7) or more years' experience in an Office Administrator, Office Manager, or similar role
  • Demonstrated experience with Accounts Receivable, Accounts Payable, billing, and collections
  • Experience processing payroll (Paychex preferred)
  • Strong working knowledge of QuickBooks and Microsoft Office (Excel required)
  • Experience handling HR-related administrative tasks
  • Ability to learn new systems
  • Ability to work independently, manage priorities, and maintain confidentiality
  • Solid understanding office management
  • Self-motivated
  • Excellent time management skills
  • Ability to work effectively and efficiently under limited supervision
  • Excellent oral and written communication skills
  • Customer service oriented
  • Ability to make contributions as part of team and as an individual contributor
  • Ability to form professional relationships with people from various backgrounds within and outside of the company

Preferred

  • Degree in Business or Accounting (or equivalent experience)
  • Experience in rental, construction, or service-based industries
  • Spanish language skills

What Sets You Apart

  • You're highly organized with strong attention to details
  • You're confident following up on payments and resolving discrepancies
  • You balance professionalism with a friendly, team-first attitude
  • You take pride in accuracy, consistency, and continuous improvement

If you're an experienced Office Administrator who enjoys owning the numbers and being part of a company that truly values its team, we'd love to hear from you

Physical Demands and Working Conditions: While performing duties of the job, the employee is required to sit for extended periods of time; reach with arms and hand; and type with fingers. Employee may occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: While performing the duties of the job, the employee will not be exposed to weather conditions. The noise, light, sound and temperature levels are typical of an office and warehouse environment.

Adams Rental is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Job Type: Full-time

Pay: $ $37.02 per hour

Benefits:

  • Dental insurance
  • Employee discount
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Tuition reimbursement
  • Vision insurance

Application Question(s):

  • Will you now in the future require Sponsorship to work in the U.S.?

Work Location: In person