Administrative Operations Assistant

Vytalize Health•Hoboken, NJ

5d•$25 - $27•Hybrid

About The Position

The Administrative Operations Assistant is a part-time role responsible for ensuring that physical mail arriving at Vytalize Health's Hoboken, NJ office is received, sorted, and routed accurately and on time, along with general administrative and office duties. This role plays a critical operational function, as the Hoboken office receives time-sensitive legal notices, financial correspondence, and healthcare-related documents that require prompt handling. Reporting to the Chief of Staff, the team member will report to the office on a consistent schedule (minimum 3x/week), but also be able to flex days and times for potential onsite meeting support.

Requirements

Currently enrolled in or recently graduated from an associate's or bachelor's degree program, or equivalent experience.
No prior professional experience required.
Reliable and punctual - able to commit to a consistent weekly schedule.
Organized and detail-oriented, with the ability to follow multi-step procedures accurately.
Trustworthy and discreet - this role handles sensitive financial, legal, and potentially employee-level documents including correspondence that may contain personally identifiable information (PII). A confidentiality agreement is required prior to starting.
Basic comfort with email and mobile scanning tools.
Ability to work independently with minimal supervision.

Nice To Haves

Prior administrative, office manager, or customer service experience is a plus.
Familiarity with USPS mail services including Certified Mail and Priority Mail.
Prior experience in an administrative, compliance, or office operations setting.
Local to Hoboken, Jersey City, or surrounding areas.

Responsibilities

Mail Collection and Processing: Sort mail into designated categories, retrieve held mail from the USPS office, forward inbound checks via tracked mail, scan and email returned/outbound checks, shred healthcare claims, and scan and email miscellaneous and department-specific mail.
Office Administration & Support: Manage office calendar, meeting schedules, and conference room bookings; support onsite meetings; order and maintain office supplies, equipment, and break room inventory; track expenses; manage filing systems, records, and document organization; maintain office equipment and arrange repairs.
General Office Duties: Monitor and maintain office cleanliness, facilities, and general upkeep; coordinate with building management for maintenance and repairs; manage office access, keys, and security protocols; handle general administrative tasks and special projects.