Office Coordinator

Key Responsibilities:

• Oversee daily office operations to ensure efficiency and organization
• Answer & direct phone calls, emails, and general inquiries appropriately
• Greet visitors, manage sign-in procedures, and direct guests to the appropriate personnel or meeting spaces
• Manage calendars, schedule appointments, coordinate meetings, and arrange travel for leadership and staff
• Perform data entry and maintain accurate physical and digital filing systems
• Prepare reports, spreadsheets, presentations, and routine correspondence
• Assist with bookkeeping tasks, including recording transactions, preparing bank deposits, processing invoices, and tracking expenses
• Create and maintain databases for financial, personnel, customer, and operational records
• Monitor, order, and replenish office and breakroom supplies, with ability to lift up to 50 lbs.
• Manage incoming and outgoing mail, packages, and correspondence
• Submit work orders and coordinate repairs and maintenance for office equipment and facilities
• Assist with onboarding new employees and support HR-related administrative tasks
• Maintain a clean, welcoming, and professional office environment

Skills & Qualifications

• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Outstanding customer service and interpersonal skills
• Friendly, professional, and service-oriented demeanor
• Strong attention to detail and accuracy
• Ability to multitask and prioritize effectively in a fast-paced environment
• Problem-solving and basic troubleshooting skills
• Discretion and ability to handle confidential information

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with scheduling tools (e.g., Calendly, Acuity Scheduling)
• Familiarity with or ability to learn association management systems, accounting, project management, and document management systems
• Knowledge of basic accounting and bookkeeping procedures, including billing, invoicing, expense reports, payroll support, and budget tracking
• Experience operating standard office equipment (printers, scanners, phone systems)
• Fast and accurate typing and data entry skills.

We are a small not-for-profit trade association based in Princeton, New Jersey. With more than 75 years of service to our industry. Beginning in the new year, we will relocate our headquarters to Quakerbridge Road in Hamilton, New Jersey.