Office Manager

Real Time Recruitment Solutions (RTRS); Fairfield (NJ); On-site; USD 55,000 - 75,000; Full time

Job summary

Real Time Recruitment Solutions (RTRS) is seeking an organized Office Manager to serve as the administrative backbone across departments and directly support the Managing Director. The role covers executive support, office operations, calendar management, travel coordination, and cross-functional coordination with Sales, Accounting, Marketing, and Operations.

The ideal candidate has 5+ years of experience, exceptional attention to detail, and the ability to manage multiple priorities in a

Qualifications

• 5+ years in office management or executive support.
• Proactive and highly organized with strong attention to detail.
• Experience coordinating across Sales, Accounting, Marketing, and Operations.
• Bilingual English/Spanish is a plus.

Responsibilities

• Oversee daily administrative functions to ensure smooth office operations.
• Manage office supplies, vendors, scheduling, and administrative systems.
• Coordinate internal documentation, filing systems, and organizational processes.
• Support general office logistics and maintain operational readiness.
• Provide direct administrative support to Managing Director and manage calendars, appointments, meetings, and travel.
• Assist with confidential documents, reporting, and executive task management.
• Help ensure leadership priorities are organized and executed.
• Support Sales, Accounting, Marketing, and Operations with administrative coordination and scheduling.
• Prepare reports, spreadsheets, presentations, and documentation.

Skills

Office management

Executive support

Cross-functional coordination

Calendar management

Vendor management

Documentation & reporting

Discretion & confidentiality

Tools

CRM

ERP

PM Tools

Job description

Job Title: Office Manager / Cross-Functional Administrative Coordinator

Executive Support | Office Operations | Cross-Department Administrative Management

Position Overview:

We are seeking a highly organized, dependable, and execution-driven Office Manager to serve as the administrative backbone of our organization. This role is designed for a proactive professional who can manage and coordinate day-to-day administrative functions across multiple departments while directly supporting executive leadership.

This position is best suited for someone who thrives in a fast-paced business environment, can manage multiple priorities simultaneously, and ensures that office, administrative, and operational needs are handled efficiently and professionally.

The ideal candidate will function as a central support resource for Sales, Accounting, Marketing, Leadership, and General Office Operations — ensuring that critical administrative responsibilities are organized, completed, and continuously moving forward.

Core Purpose of the Role:

To manage and support all core administrative functions of the business, maintain daily office efficiency, provide executive support, and ensure operational organization across departments.

Key Responsibilities:

Office Administration & Daily Operations

• Oversee daily administrative functions to ensure smooth office operations
• Manage office supplies, vendors, scheduling, and administrative systems
• Coordinate internal documentation, filing systems, and organizational processes
• Support general office logistics and maintain operational readiness

Executive Support

• Provide direct administrative support to Managing Director
• Manage calendars, appointments, meetings, and travel coordination
• Assist with confidential documents, reporting, and executive task management
• Help ensure leadership priorities are organized and executed

Cross-Functional Department Support

• Support Sales with administrative coordination, documentation, scheduling, and follow-up
• Support Accounting with expense tracking, invoice coordination, records, and reporting assistance
• Support Marketing with scheduling, coordination, vendors, and internal administrative needs
• Assist Operations by tracking deadlines, pending tasks, and process coordination

Administrative Coordination & Execution

• Track delegated tasks and ensure completion
• Follow up across departments to maintain accountability
• Prepare reports, spreadsheets, presentations, and documentation
• Coordinate with internal teams and external vendors as needed

Core Competencies

• Strong organizational and multitasking skills
• Cross-functional coordination ability
• High attention to detail
• Professional communication skills
• Problem-solving mindset
• Ability to manage priorities with urgency
• Reliable follow-through
• Confidentiality and discretion

Ideal Candidate Profile

• 5+ years experience in office management, administrative coordination, or executive support
• Highly dependable and proactive
• Experience with scheduling, reporting, and administrative systems
• Ability to work independently and manage shifting priorities
• Professional, polished, and service-oriented

Preferred Qualifications

• Experience in improving and integrate business environments
• Bilingual (English/Spanish) is a plus
• Experience supporting leadership teams
• Familiarity with CRM, ERP, or project management platforms