Administrative Operations Assistant

What You Will Do

• Mail Collection and Processing
• Sort mail into designated categories
• Retrieve any held mail from the USPS office at 89 River St., Hoboken using pink slip notices left at the office.
• Forward inbound checks via tracked mail (Certified or Priority) per established procedures.
• Scan and email returned/outbound checks to AP@vytalizehealth.com, then shred the originals.
• Shred healthcare claims using the cross-cut shredder on-site after separating from any checks.
• Scan and email miscellaneous and department-specific mail (including state agency notices, legal correspondence, vendor mail, and other important items) to the appropriate internal contacts as directed by the Compliance team's mail routing guide.

Office Administration & Support

• Manage office calendar, meeting schedules, and conference room bookings
• Support any onsite meetings as needed
• Order and maintain office supplies, equipment, and break room inventory; track expenses
• Manage filing systems, records, and document organization; ensure compliance with retention policies
• Maintain office equipment (printers, copiers, etc.); arrange repairs and service calls

General Office Duties

• Monitor and maintain office cleanliness, facilities, and general upkeep
• Cookbook with building management for maintenance, repairs, and facility issues
• Manage office access, keys, and security protocols
• Handle general administrative tasks and special projects as assigned by management

What Will Make You Successful

• Education: Currently enrolled in or recently graduated from an associate's or bachelor's degree program, or equivalent experience.
• No prior professional experience required; prior administrative, office manager, or customer service experience is a plus.
• Skills and Competencies: 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); basic comfort with email and mobile scanning tools; ability to work independently with minimal supervision.

Preferred Qualifications

• 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.

Perks/Benefits

• Competitive base compensation.
• Anual bonus potential.