Receptionist & Office Administrator
Location: Bergen County, NJ
Company: Growing, Employee-Friendly Cosmetic Company
Salary: $75,000-$80,000
My client is seeking a highly organized, polished, and personable Receptionist & Office Administrator to support our Saddle Brook office and serve as the face of our organization. This critical role provides comprehensive administrative support to our NA President/Global CFO while ensuring the office operates smoothly, efficiently, and with a welcoming atmosphere.
The ideal candidate excels at multitasking, thrives in a fast-paced environment, and brings exceptional communication, organizational, and customer service skills.
Key Responsibilities
Front Desk & Office Operations
- Serve as the first point of contact for all visitors, creating a warm, professional, and customer-focused environment.
- Manage all incoming and outgoing mail, packages, and courier deliveries in accordance with UPS and USPS guidelines.
- Maintain office supply levels, kitchen supplies, mail distribution, sample room organization, and IT equipment coordination.
- Lead clerical tasks including answering phones, responding to emails, and managing daily correspondence.
- Support new hire onboarding by preparing workspaces and coordinating first-day logistics.
Executive Support
- Provide high-level administrative assistance to the NA President/Global CFO, including calendar scheduling, travel arrangements, meeting management, and expense reporting.
- Coordinate executive meetings: scheduling, room reservations, prepping agendas, and taking meeting minutes as needed.
- Handle confidential information with professionalism and absolute discretion.
Event & Project Coordination
- Plan and execute office events from concept to completion, overseeing logistics such as catering, décor, transportation, and materials.
- Partner with the Sales team to manage the Sample Room and maintain organization.
- Support cross-functional teams and collaborate on ad hoc projects as assigned.
Technology & Facilities Support
- Serve as the primary contact with the IT department for administrative/telecommunication issues, troubleshooting, and equipment requests.
- Act as a liaison between IT and employees to resolve equipment and conferencing issues.
- Assist with vendor management and basic budgeting or purchasing needs.
Qualifications
Core Competencies
- Exceptional verbal and written communication skills.
- Strong organizational and time-management abilities; able to juggle multiple priorities.
- Proactive problem solver with a resourceful, anticipatory mindset.
- Warm, approachable, emotionally intelligent; remains calm under pressure.
- Proven ability to handle sensitive and confidential information.
- Familiarity with daily office management procedures.
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with calendar management systems and expense reporting tools.
- General comfort with IT coordination and office technology.
Professional Requirements
- Minimum 2 years of experience in office administration, office management, or executive support.
- Knowledge of facilities coordination, vendor management, or HR/IT support is a plus.
- Basic understanding of budgeting and purchasing.
Education
- High school diploma or equivalent required; college degree preferred.
- Ability to work onsite in Saddle Brook, NJ five days per week.