Administrative Assistant

NRS•North Bergen, NJ

About The Position

The Administrative Assistant provides comprehensive administrative support to ensure the smooth operation of the office, facilitate effective communication, and maintain accurate records. The role manages day-to-day administrative tasks, occasionally assists with financial processes, and supports departmental projects. The Administrative Assistant serves as a contact for internal and external inquiries, coordinates with management and contractors, and helps maintain workplace safety.

Requirements

High school diploma.
3–5 years of relevant experience.
Demonstrated organizational skills and ability to prioritize tasks and manage time effectively.
Advanced proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
CMMS experience.
Strong analytical skills and attention to detail, particularly when handling sensitive data and information.

Nice To Haves

Maintenance industry experience.

Responsibilities

Provide general support to the administration department and office, serving as a point of contact for internal and external inquiries.
Attend meetings, take detailed notes, and assist with preparing and updating Standard Operating Procedures (SOPs).
Compile, verify, and manage data for recurring and internal reports, ensuring information is accurate and relevant.
Coordinate with management to facilitate processing quotes and invoices and maintain effective communication.
Distribute information to managers to support departmental communication, collaboration, and information sharing.
Answer phones, respond to emails, and maintain up-to-date records and files.
Schedule and follow up with contractors regarding quotes and proposals.
Assist with processing invoices and quotes, ordering materials and supplies, and creating detailed reports using Excel.
Follow workplace safety policies and procedures and respond proactively to emergency situations.
Perform other duties as assigned.