Operations and Administration Manager - Spring Garden

OceanFirst Financial Corp.; Philadelphia, Northern (Philadelphia County, KY); Hybrid; USD 77,000 - 95,000; Full time

Job summary

OceanFirst Financial Corp. is seeking an Operations and Administration Manager in Spring Garden, Philadelphia. The role oversees accounts payable, vendor onboarding, appraisal administration, Loan Committee coordination, and office operations, with executive support and meeting technology management.

The ideal candidate is highly organized, tech-savvy, and able to juggle multiple priorities while maintaining precise records and providing exceptional service to internal and external stakeholders.

Qualifications

• 3–5 years of administrative, office management, or operations support experience.
• Experience with accounts payable processing and vendor administration preferred.
• Experience supporting executives and coordinating multiple priorities in a professional office environment.
• Proficiency in MS Office Suite and strong interpersonal and written communication skills.

Responsibilities

• Oversee accounts payable processing and vendor documentation per policy.
• Coordinate vendor onboarding, documentation collection and contract review.
• Administer appraisal workflow and manage appraisal-related communications.
• Coordinate Loan Committee agendas, materials, minutes and follow-ups.
• Manage meeting technology, rooms, and event logistics for staff and executives.
• Provide calendar and travel support, prepare correspondence and reports for executives.
• Maintain office operations, supplies, filing systems, and general workplace logistics.
• Support operational initiatives, documentation, policies and business continuity efforts.

Skills

MS Office Suite

Project leadership

Education

Associate's degree preferred

Equivalent combination of education and experience considered

Tools

Concur

Job description

Operations and Administration Manager - Spring Garden

#5201

Philadelphia, Pennsylvania, United States

Job Description

At OceanFirst Bank, each one of our employees plays an important role in delivering value to our customers and executing daily tasks in accordance with our core values. We recognize that our employees are essential to our success, making OceanFirst a great place to work and do business.

ABOUT YOUR ROLE:
The Operations and Administration Manager is responsible for overseeing key administrative and operational functions, including accounts payable, vendor onboarding and management, appraisal administration, Loan Committee coordination, office operations, meeting technology, and executive support. This salaried position serves as a central point of coordination among executive leadership, employees, vendors, appraisers, and other business partners.
The ideal candidate is highly organized, technologically proficient, detail-oriented, and capable of managing multiple priorities while maintaining accurate records, meeting critical deadlines, and providing exceptional service to internal and external stakeholders.

Accounts Payable Administration

• Process and manage accounts payable invoices through the Concur expense and invoice management system.
• Review invoices for accuracy, proper coding, required approvals, and supporting documentation.
• Monitor invoice and payment status and assist in resolving discrepancies with vendors and internal departments.
• Maintain vendor payment records and supporting documentation in accordance with company policies and applicable record-retention requirements.
• Respond to vendor inquiries regarding invoices, documentation, and payment status.
• Assist with accounts payable reporting and reconciliation activities as requested.

Vendor Onboarding and Vendor Management Support

• Coordinate the new vendor onboarding process, including the collection and review of required documentation such as W-9 forms, insurance certificates, contracts, and banking information.
• Verify that vendor documentation is complete and that vendors are properly established within company systems before services or payments are initiated.
• Assist with vendor due diligence and compliance requirements in accordance with company policies and procedures.
• Maintain organized and current vendor files, including contracts, tax documents, insurance certificates, and other required records.
• Track contract renewal dates, insurance expirations, and outstanding vendor documentation.
• Serve as a liaison between vendors and internal business units regarding administrative and operational matters.
• Support ongoing vendor management activities, reviews, and documentation requests.

Appraisal Administration

• Coordinate appraisal orders and manage appraisal workflow activities from engagement through delivery of the completed report.
• Serve as the primary administrative point of contact for appraisal management companies and independent appraisers.
• Track appraisal assignments, deadlines, status updates, completed reports, and delivery to internal stakeholders.
• Follow up on delayed assignments, outstanding documentation, and other appraisal-related matters.
• Maintain appraisal records and supporting documentation in accordance with company policies and applicable regulatory requirements.
• Assist with appraisal invoice processing and resolution of related discrepancies.
• Provide periodic status reports regarding open and completed appraisal assignments.

Loan Committee Administration

• Oversee and coordinate the administrative aspects of the Loan Committee process.
• Schedule Loan Committee meetings and coordinate attendee communications, meeting logistics, and technology requirements.
• Prepare and distribute Loan Committee agendas, loan presentations, and supporting documentation in advance of each meeting.
• Confirm that required materials have been received and assembled for Committee review.
• Attend Loan Committee meetings and prepare accurate and timely meeting minutes.
• Document Committee decisions, approvals, declines, conditions, exceptions, follow-up requirements, and assigned action items.
• Distribute approved minutes and relevant follow-up communications to appropriate stakeholders.
• Track outstanding approval conditions and action items and follow up with responsible parties to support timely completion.
• Maintain official Loan Committee agendas, minutes, approvals, and supporting records in accordance with company policies and applicable regulatory requirements.
• Assist with periodic Loan Committee reporting, documentation reviews, and audit or examination requests.

Technology and Meeting Support Administration

• Administer and support meeting technology, including Microsoft Teams Rooms, conference room equipment, audio and visual systems, displays, cameras, microphones, and related collaboration tools.
• Coordinate the technology setup for staff meetings, executive meetings, Loan Committee meetings, training sessions, and other company events.
• Test equipment and meeting connections in advance when appropriate to ensure meetings begin promptly and function effectively.
• Provide basic real-time troubleshooting and user support for meeting connectivity, screen sharing, presentations, audio, and video.
• Assist employees and meeting participants with the use of meeting room and collaboration technology.
• Maintain meeting room equipment and coordinate repairs, maintenance, upgrades, or technical support with internal IT resources and external service providers.
• Maintain instructions, equipment inventories, and other documentation related to meeting room technology.
• Escalate unresolved technology issues to the appropriate IT resource or service provider and monitor them through resolution.

Executive Administrative Support

• Provide administrative support to executive leadership, including calendar management, meeting coordination, travel arrangements, expense reporting, and preparation of correspondence.
• Coordinate executive and departmental meetings, including scheduling, room reservations, materials, technology, and follow-up communications.
• Prepare reports, presentations, meeting materials, spreadsheets, correspondence, and other business documents.
• Assist with tracking executive meeting follow-up items and assigned action items.
• Handle confidential and sensitive information with appropriate discretion.
• Serve as an administrative liaison among executive leadership, employees, customers, vendors, and other business partners.

Office Operations and Administration

• Oversee office supply inventory and coordinate ordering to maintain appropriate stock levels.
• Manage office equipment, service providers, and facility-related requests.
• Coordinate incoming and outgoing mail, overnight deliveries, shipping, and general office logistics.
• Maintain organized electronic and physical filing systems and administrative records.
• Coordinate office access, conference room readiness, common-area needs, and other day-to-day workplace requirements.
• Assist with office events, employee meetings, training sessions, and special projects.
• Communicate office-related updates and procedures to employees as needed.
• Support employee onboarding and offboarding activities, including the coordination and tracking of equipment, supplies, access, and administrative documentation.
• Maintain inventories and records for company-issued equipment and other office assets.

General Operational Support

• Support operational initiatives, process improvements, system implementations, and departmental projects as assigned.
• Assist with developing and maintaining policies, procedures, forms, and administrative documentation.
• Support business continuity testing and related administrative and documentation activities.
• Assist with records management and document-retention initiatives.
• Identify opportunities to improve administrative workflows, strengthen controls, and reduce manual processes.
• Prepare operational reports and track assigned projects, deadlines, and follow-up items.
• Provide exceptional service to internal and external stakeholders.
• Perform other administrative and operational duties as assigned.

WHAT WE EXPECT OF YOU

• Proficient in MS Office Suite.
• Proven ability to lead department projects.
• Ability to process information and details to independently problem solve administrative issues and maintain effective office operation.
• Excellent interpersonal, written and verbal communication skills; accuracy and attention to detail.
• Excellent organizational, analytical, and problem solving skills with the ability to organize time and resources and to set priorities to accomplish multiple tasks simultaneously. Must be self-motivated and able to meet deadlines under pressure.
• Proficiency in proofreading, editing, and creating correspondence.
• Demonstrate professionalism with the ability to interact well with all levels of internal and external contacts, vendors, and/or outside counsel.
• Ability to work in team environment to include assisting other support staff with coverage and special projects.
• Ability to handle confidential information professionally and in accordance with company policies and procedures.
• Ability to research, plan, and implement using logical thought processes, organization and project management skills.
• Working knowledge and understanding of Company products and services.

Salary Range: $77,000.00 - $95,000.00

Requirements

YOUR QUALIFICATIONS

• Associate's degree preferred; equivalent combination of education and experience will be considered.
• Minimum of 3-5 years of administrative, office management, operations support, accounts payable, or related experience.
• Experience with accounts payable processing and vendor administration preferred.
• Prior experience supporting executives and coordinating multiple priorities in a professional office environment.

Internal and External Contacts

• Internal contacts are employees at all levels, department managers, senior management and Board of Directors.
• External contacts with vendors, acquired Companys, and correspondent Companys regarding the Company’s systems and services.
• Oversee customer contact in response to inquiries and service issues.
• Work with internal and external auditors, regulators, and Company compliance staff.

Working Conditions/Physical Requirements Office environment. Ability to operate computer. Ability to communicate in order to exchange simple to complex information with individuals and groups. Ability to travel throughout Company footprint.

Equal opportunity employer, protected veterans/disabled.

EEO is the Law