Operations Administrative Assistant

Ultimate Staffing Services; River Edge (NJ); On-site; USD 23,000 - 32,000; Full time

Job summary

Ultimate Staffing Services in Hackensack, NJ, is seeking an Operations Administrative Assistant to support daily office operations, customer communications, scheduling, administrative processes, and compliance tasks. This on-site role reports to the Inside Operations Manager.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment, delivering prompt and professional support to customers, employees, and vendors.

Qualifications

• Experience in an administrative, office support, scheduling, or coordination role.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to handle multiple priorities and changing workloads.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office and email systems.
• Comfortable learning new software and business systems.
• Professional, positive, and customer-focused attitude.

Responsibilities

• Answer incoming calls, respond to emails, and manage voicemails.
• Provide excellent customer service and route inquiries to the appropriate team members.
• Confirm customer appointments and service visits.
• Follow up on customer estimates and maintain communication records.
• Assist customers with basic system and application questions after training.
• Send customer communications and mass email notifications as needed.
• Schedule, update, and confirm customer appointments.
• Support multiple office functions including administrative tasks, document management, and customer service.
• Coordinate internal and external communications.
• Order office supplies and monitor inventory levels.
• Assist with day-to-day office operations and special projects.
• Maintain licensing and renewal records.
• Prepare and submit permit applications.
• Assist with gathering and organizing documentation for insurance audits.
• Track deadlines and ensure required documentation is current and accurate.
• Scan, organize, and maintain work orders and related documents.
• Manage phone logs and administrative records.
• Ensure files are accurate, accessible, and maintained according to company procedures.
• Track open tasks and provide status updates to management.

Skills

Administrative experience

Communication skills

Organization

Microsoft Office

Customer service

Tools

CRM systems

Job description

Operations Administrative Assistant

Location: Hackensack, NJ.

Schedule: Full-Time, On-Site, Temp to Hire.

Rate: $20.00/hour.

Reports To: Inside Operations Manager.

About the Role

We are seeking a highly organized and dependable Operations Administrative Assistant to support daily office operations, customer communications, scheduling, administrative processes, and compliance tasks. This position plays a key role in keeping office functions running smoothly and ensuring customers, employees, and vendors receive prompt and professional support.The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple priorities in a fast-paced environment. If you enjoy variety in your day, have strong communication skills, and take pride in staying organized, we'd love to hear from you.

Key Responsibilities

Customer Service & Communication

• Answer incoming calls, respond to emails, and manage voicemails.
• Provide excellent customer service and route inquiries to the appropriate team members.
• Confirm customer appointments and service visits.
• Follow up on customer estimates and maintain communication records.
• Assist customers with basic system and application questions after training.
• Send customer communications and mass email notifications as needed.

Scheduling & Office Administration

• Schedule, update, and confirm customer appointments.
• Support multiple office functions including administrative tasks, document management, and customer service.
• Coordinate internal and external communications.
• Order office supplies and monitor inventory levels.
• Assist with day-to-day office operations and special projects.

Compliance & Documentation

• Maintain licensing and renewal records.
• Prepare and submit permit applications.
• Assist with gathering and organizing documentation for insurance audits.
• Track deadlines and ensure required documentation is current and accurate.

Records Management

• Scan, organize, and maintain work orders and related documents.
• Manage phone logs and administrative records.
• Ensure files are accurate, accessible, and maintained according to company procedures.
• Track open tasks and provide status updates to management.

Qualifications

• Previous experience in an administrative, office support, customer service, scheduling, or coordination role.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to handle multiple priorities and changing workloads.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office and email systems.
• Comfortable learning new software and business systems.
• Professional, positive, and customer-focused attitude.

Preferred Qualifications

• Experience with scheduling software, CRM systems, or service industry operations.
• Background in landscaping, irrigation, construction, property management, or a service-based business.
• Experience handling permits, licensing, compliance, or administrative documentation.

What Success Looks Like

• Tasks are completed accurately and on time.
• Customers receive prompt, professional responses.
• Appointments and records are maintained accurately.
• Administrative processes run efficiently with minimal oversight.
• Communication with management is proactive and consistent.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.

We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.