Assistant Office Manager

Beam Dental; Jersey City (NJ); On-site; USD 54,000 - 62,000; Full time

Job summary

Beam Dental is seeking a dynamic Assistant Office Manager to join our Jersey City team. You will support daily office operations, manage schedules, coordinate meetings, and assist with payroll and bookkeeping tasks to keep the team running smoothly.

The ideal candidate is proactive, detail-oriented, and communicates professionally with clients, vendors, and staff. Proficiency in Dentrix Ascend and QuickBooks is required, with strong organizational skills to manage multiple priorities in a

Qualifications

• Proven experience in office management or administrative roles.
• Supervising experience or team management capabilities.
• Proficiency in Dentrix Ascend.
• Experience with QuickBooks or other accounting tools.

Responsibilities

• Oversee front desk activities and maintain a welcoming environment.
• Coordinate meetings, appointments, and events using calendar tools.
• Support onboarding, personnel records, and training initiatives.
• Handle vendor management; process invoices in accounting software.
• Maintain bookkeeping records and budgeting spreadsheets.
• Support payroll data gathering and submission of hours and benefits.

Skills

Office management

Team leadership

Communication skills

Administrative skills

Tools

Dentrix Ascend

QuickBooks

Job description

Job Summary

We are seeking a dynamic and organized Assistant Office Manager to join our team! In this vital role, you will support the daily operations of the office, ensuring a smooth and efficient environment. Your energetic approach will help coordinate administrative tasks, oversee vendor relationships, manage schedules, and assist with financial processes. This position offers an exciting opportunity to develop your leadership skills while contributing to a professional and collaborative workplace. The ideal candidate is proactive, detail-oriented, and possesses excellent communication skills to foster positive interactions with clients, vendors, and team members alike.

Duties

• Assist in managing office operations, including overseeing front desk activities and maintaining a welcoming environment for visitors and staff
• Coordinate and schedule meetings, appointments, and events using calendar management tools to optimize team productivity
• Support human resources functions such as onboarding new employees, maintaining confidential personnel records, and assisting with training and development initiatives
• Handle vendor management by liaising with suppliers, processing invoices through accounting software like QuickBooks, and ensuring timely deliveries of office supplies
• Maintain accurate bookkeeping records, including filing documents, managing spreadsheets for budgeting purposes, and performing basic accounting tasks
• Support payroll processing by gathering relevant data and ensuring timely submission of employee hours and benefits information
• Assist with office management tasks such as organizing filing systems, managing office supplies inventory, and ensuring compliance with confidentiality standards

Qualifications

• Proven experience in office management or administrative roles with strong clerical skills
• Supervising experience or team management capabilities that demonstrate leadership qualities
• Proficiency in Dentrix Ascend is a MUST.
• Familiarity with financial software such as QuickBooks or other accounting tools for bookkeeping and payroll processing
• Knowledge of human resources procedures including onboarding, training support, and handling confidential information
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment
• Excellent communication skills- both verbal and written with professional phone etiquette and client interaction experience
• Experience in event planning and vendor management is highly desirable
• Ability to handle multiple responsibilities such as schedule management, filing systems, and front desk duties effectively

Join us in creating a vibrant workplace where your organizational talents shine! This role is perfect for someone eager to grow professionally while supporting a thriving office environment. We value energetic individuals who are committed to excellence in administrative support and team collaboration.

Pay: $26.00 - $30.00 per hour

Expected hours: 40.0 per week

Work Location: In person