Office Administrator / Manager

HomeSource Systems; Marlton (NJ); Hybrid; USD 50,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Paid time off

Retirement benefits

Job summary

HomeSource Systems in Marlton, NJ is seeking an experienced Office Administrator/Manager to keep the Marlton office running smoothly, managing front-desk duties, supplies, vendors, the company calendar, expenses, and new-hire setup. This on-site role offers hands-on ownership of how the office operates and direct collaboration with leadership.

You will greet visitors, coordinate meetings, manage calendars, handle invoices, and document processes to ensure a hassle-free week for the team.

Qualifications

• 4+ years as an office administrator, office manager, executive assistant, or in a comparable coordination role
• Organized without being reminded, able to manage multiple threads
• Strong Microsoft 365 skills, especially Outlook and Excel
• Comfortable working with vendors: obtaining quotes, enforcing timelines, following up to completion
• Clear, professional writing and speaking with customers and executives
• Sound judgment with confidential and financial information
• Willing to be in the Marlton office every day
• Bonus points for expense management platforms (Ramp, Expensify) or event/conference logistics
• Bonus points for HR administrative support or experience at a software or technology company

Responsibilities

• Greet visitors and answer/route calls; manage mail and shipping
• Maintain stock of office supplies, kitchen, equipment, and conference rooms; oversee vendor relationships
• Reconcile corporate card activity and ensure timely expense reporting
• Set up new hires with desk, badge, paperwork, equipment, and IT coordination
• Own the company calendar; coordinate holidays, meetings, visits, conferences, and leave
• Schedule internal and external meetings across time zones; manage conference room calendar and catering for visits
• Manage invoices, vendor documents, and contracts; ensure files are accessible
• Support team events and annual users conference logistics
• Document office processes to create a scalable playbook

Skills

Organizational skills

Microsoft 365

Tools

Microsoft 365

Job description

We're looking for an Office Administrator / Manager to be the person who makes our Marlton office work. Front desk and visitors, supplies and vendors, the company calendar, expenses, new-hire setup, and the hundred small things that quietly decide whether everyone else has a good week.

You'll notice the thing that needs doing before anyone asks, and you'll take it off their plate. When a customer is coming in, a vendor is late, or a new engineer starts Monday, you're the one who has already handled it.

You'll also own how the office actually operates. Which vendors we use, what a new hire's first day looks like, where things live so people can find them: those are yours to build and document, not to inherit as guesswork.

Since 2011, HomeSource has been making life simpler for retailers and manufacturers by aggregating huge amounts of data into one usable, cloud-based system. You'll work alongside the people you're supporting, which means what you fix stays fixed and you'll see the result the same week you do the work.

Location Marlton, NJ

Schedule On-site, Monday through Friday, standard business hours

Type Full-Time

Level Typically 4+ years of relevant experience

Tools Microsoft 365 (Outlook, Excel, Teams)

Salary $50,000 to $80,000 per year, based on skills and experience

Benefits Health insurance, life insurance, paid time off, and retirement benefits

The Role

What you'll be doing.

Real ownership of how the office runs, a direct line to the Senior Leadership team, and no two days that look exactly alike.

Be the First Impression

Greet visitors and customers, answer and route calls, handle mail and shipping. You're the first impression people get of HomeSource, in person and on the phone.

Keep the Office Stocked and Working

Supplies, kitchen, equipment, conference rooms. You manage the vendor relationships behind all of it and you get things fixed before they become a problem.

Keep Expenses Clean

Reconcile corporate card activity, chase down missing receipts, and get expense reports in accurate and on time.

Set Up New Hires for Day One

Desk, badge, paperwork, equipment coordinated with IT, and a first day that doesn't feel improvised.

Own the Company Calendar

You're the source of truth for what's happening and when: holidays, company meetings, customer visits, conferences, and who's out. You keep it current and make sure the right people know what's coming.

Keep Meetings Moving

Schedule internal and customer meetings across time zones, own the conference room calendar, and arrange catering when a customer visit runs through lunch.

Own the Administrative Details

Invoices routed to accounting, vendor documents tracked, contracts sent for signature, files where people can actually find them. Confidential information stays confidential.

Support the Things That Bring People Together

Team events, holiday parties, and logistics for our annual users conference. You handle the details so the day feels easy for everyone attending.

Write Down How It Works

The way the office runs shouldn't live in one person's head. You document the processes you build so they hold up when you're out and as we grow.

Qualifications

What we're looking for.

• 4+ years as an office administrator, office manager, executive assistant, or in a comparable coordination role
• Organized without being reminded, and able to keep a dozen open threads straight without dropping one
• Strong Microsoft 365 skills, especially Outlook and Excel
• Comfortable working with vendors: getting quotes, holding them to dates, and following up until it's done
• Clear, professional writing and speaking, with customers and executives alike
• Sound judgment with confidential and financial information
• Willing to be in the Marlton office every day, since most of this work only happens in person
• Bonus points for expense management platforms (Ramp, Expensify, or similar)
• Bonus points for event or conference logistics
• Bonus points for HR administrative support or experience at a software or technology company

This is an on-site role with a hands-on component. The work regularly involves moving office equipment, setting up and reconfiguring conference and event spaces, and restocking kitchen supplies including cases of water and snacks. Reasonable accommodations will be made to enable individuals with disabilities to perform these functions.

Working Here

Why HomeSource Systems.

Real Ownership of the Office

You're not one of several admins splitting a checklist. How the office runs is yours to shape, and the improvements you make stick. The people you support sit near you, and you'll see the difference your work makes the same week you do it.

Based in Marlton

An on-site role in an office you'll have a hand in making a good place to work.

Room to Grow

Real room to expand the scope of the role as the company grows, and to shape what it becomes.

What Success Looks Like

Nobody's hunting for a conference room, a receipt, or a laptop on day one. Customers who walk in leave with a good impression. And the office runs well enough that people notice.

This description outlines the primary responsibilities and qualifications for the role and is not intended to be an exhaustive list. Responsibilities may evolve to meet business needs.

Applicants must be authorized to work in the United States. HomeSource does not sponsor employment visas for this position.

HomeSource provides equal employment opportunities to all applicants and employees. We prohibit discrimination and harassment of any type with regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

HomeSource is committed to providing reasonable accommodations to applicants and employees with disabilities. If you need an accommodation at any point in the application or interview process, contact us and we will work with you.