Office Manager

Newark, New Jersey, United States Full-time

Position Summary -

As the first person our clients, visitors, executive staff, and future employees encounter, the Office Manager is responsible for creating a lasting, positive, and professional impression.  As a key component to our organization, the Office Manager reinforces the New Jersey Innovation Institute (NJII) culture by presenting a positive attitude and exceptional customer service to all those visiting our offices. 


Reports to –

Director, Administrative Services


Essential Job Functions -

·         Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries

·         Directs visitors by maintaining employee and department directories; giving instructions

·         Maintains a safe and clean reception area by complying with office procedures and protocol

·         Coordinates and handles phone coverage for the office

·         Develops electronic documents using Microsoft's Office products (such as Excel, Word, Explorer and PowerPoint) or Google Docs

·         Coordinates meetings, appointments, and manages conference room calendars and booking requests

·         Purchases appropriate and adequate office supplies, while maintaining the appropriate level of inventory

·         Coordinates maintenance and repair of office equipment with vendors

·         Maintenance of the in-office coffee unit on a daily basis

·         The incumbent will be responsible for constructing and maintaining an accurate filing system which includes, but is not limited to maintaining project files – invoices and reimbursement documents

·         Inputting of Banner requisitions for the processing of several

      vendors that are used regularly

·         Assist office members in preparation of on campus events i.e. name tags, ordering from Gourmet Dining, implementing parking requests

·         Other duties as assigned

 Qualifications –

1.      Education Requirements

High school degree required


2.      Experience Requirements

Minimum of 5 years’ experience in a fast-paced, high-volume environment handling reception, office and administrative duties


3.      Knowledge/Skills Requirements

·         Skilled in exercising a high degree of initiative, judgment, discretion and decision-making to achieve organization objectives

·         Above-average file Auditing Skills and Record Keeping

·         Good oral and written communications skills.

·         Prioritization of work related projects.

·         Working knowledge of Microsoft Office Suite.

·         Time Management Skills

·         Attention to Detail


Preferred Qualifications -

·         Has the ability to be creative and innovative by generating novel and valuable ideas and uses these ideas to develop new or improved office processes, methods, systems, and/or services

·         Possesses customer focus through one's efforts on identifying and meeting internal and external customer's needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of organizational policy and authorized practices

·         Possesses honesty and integrity and acts in accordance with all organizational policies, procedures and expectations

·         Takes the initiative to evaluate, select and act on various methods and strategies for solving problems and meeting objectives within parameters of position before being asked or required to do so; autonomous, self-directed rather than passively complying with instructions or assignments

·         Willingly cooperates and works collaboratively in a team toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives.

·         Strong analytical and problem solving skills

·         Excellent organization skills

·         People oriented individual with an outgoing personality and who is a team player

·         Skilled in analyzing situations accurately and taking effective action







*At NJII’s discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate to the satisfaction of the organization, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

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