Office Manager / Administrative Assistant

aeis; SOUTH PLAINFIELD (NJ); On-site; USD 60,000 - 75,000; Full time

Job summary

AEIS is seeking an Office Manager to lead front-of-house operations, document control, and procurement activities in a fast-paced environment in New Jersey. The role requires strong communication, organizational skills, and proficiency with Excel and QuickBooks.

You will support budgeting, vendor relations, and expense reporting while coordinating company-wide events. The ideal candidate will have a Bachelor's degree in a related field or equivalent experience, with the ability to prioritize

Qualifications

• Education: Bachelor’s degree in Business Administration, Finance, or a related field preferred (or equivalent professional experience).
• Experience: Previous experience in an office management or administrative role is highly desirable.
• Software Proficiency: Strong familiarity with Microsoft Excel and QuickBooks (or a proven ability to learn basics of financial software quickly).
• Organizational Skills: Exceptional ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Communication: Professional verbal and written communication skills with a focus on customer service.
• Attention to Detail: High level of accuracy in data entry and record-keeping.

Responsibilities

• Front-of-House Operations: Act as the first point of contact, managing professional communications via phone and email, and greeting visitors.
• Document Control: Organize and maintain physical and digital filing systems, ensuring all records are easily accessible and up to date.
• General Support: Perform essential office duties including scanning, copying, mail distribution, and event management (planning & coordinating company wide events).
• Process Improvement: Identify and implement ways to streamline office workflows and administrative procedures.
• Procurement Controls: Research vendors, compare pricing, and execute orders for project-related equipment & consumables while staying within budget.
• Supply Management: Monitor and maintain inventory levels for project related equipment and consumables, office supplies, kitchen essentials.
• Vendor Relations: Coordinate with service providers (cleaning crews, maintenance, utilities).
• Accounts Payable: Assist with invoice/expense related entry in QB, payments processing.
• Help prepare monthly expense reports, budget vs. actual comparisons, and expense tracking.

Skills

Communication

Organizational skills

Attention to detail

Customer service

Multitasking

Education

Bachelor’s degree in Business Administration/Finance

Tools

Microsoft Excel

QuickBooks

Job description

Key Responsibilities

Office Management & Administration

• Front-of-House Operations: Act as the first point of contact, managing professional communications via phone and email, and greeting visitors.
• Document Control: Organize and maintain physical and digital filing systems, ensuring all records are easily accessible and up to date.
• General Support: Perform essential office duties including scanning, copying, mail distribution, and event management (planning & coordinating company wide events).
• Process Improvement: Identify and implement ways to streamline office workflows and administrative procedures.

Procurement

• Procurement Controls: Research vendors, compare pricing, and execute orders for project-related equipment & consumables while staying within budget.
• Supply Management: Monitor and maintain inventory levels for project related equipment and consumables, office supplies, kitchen essentials.
• Vendor Relations: Coordinate with service providers (cleaning crews, maintenance, utilities).
• Accounts Payable: Assist with invoice/expense related entry in QB, payments processing.
• Help prepare monthly expense reports, budget vs. actual comparisons, and expense tracking.

Qualifications

• Education: Bachelor’s degree in Business Administration, Finance, or a related field preferred (or equivalent professional experience).
• Experience: Previous experience in an office management or administrative role is highly desirable.
• Software Proficiency: Strong familiarity with Microsoft Excel and QuickBooks (or a proven ability to learn basics of financial software quickly).
• Organizational Skills: Exceptional ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Communication: Professional verbal and written communication skills with a focus on customer service.
• Attention to Detail: High level of accuracy in data entry and record-keeping.

Equal Opportunity Employer

AEIS is an equal opportunity employer and does not discriminate with respect to any term, condition or privilege of employment based on race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, military or veteran status, marital status, or status of an individual in any group or class protected by applicable federal, state, or local law.

Employment Authorization

Applicants must be authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment Visa at this time.