Office Assistant

About the role

We are looking for a dependable Office Assistant to support daily office operations in Jersey City, New Jersey within a fast-paced communications environment. This Long-term Contract position is fully onsite and offers the opportunity to contribute across mail handling, financial administration, and general office coordination. The ideal candidate brings strong organizational skills, sound judgment, and the ability to manage multiple requests while maintaining accuracy and professionalism.

Responsibilities

• Manage incoming deliveries by receiving, recording, and tracking packages to ensure accurate distribution throughout the office.
• Support outbound shipping by preparing carrier labels, coordinating pickups, and confirming packages are sent correctly and on time.
• Monitor internal service requests and respond promptly to help employees and departments resolve office-related needs.
• Assist with financial administrative tasks by coding invoices, preparing purchase requests, and helping process purchase orders accurately.
• Review billing documents and related paperwork for completeness before routing items to the appropriate contacts for approval.
• Maintain compliance records by tracking Certificates of Insurance, following up on renewals, and securing required vendor documentation.
• Coordinate vendor and delivery-related paperwork, including materials connected to building access and freight elevator scheduling.
• Communicate with staff, vendors, and internal teams to gather missing details, provide updates, and keep requests moving to completion.
• Organize and maintain electronic and hard-copy records while providing additional administrative and clerical support as business needs change.

Requirements

• At least 2 years of experience in office support, mailroom services, administrative operations, or a similar corporate setting.
• Hands-on experience handling incoming and outgoing packages, shipping coordination, and delivery tracking.
• Familiarity with invoice coding, purchase requests, and purchase order support is strongly preferred.
• Knowledge of Certificates of Insurance and related compliance follow-up is highly preferred.
• Ability to learn and use internal request, tracking, and document management systems effectively.
• Strong attention to detail with the ability to process records, paperwork, and scanned documents accurately.
• Strong communication skills, including answering inbound calls and working effectively with employees, vendors, and cross-functional teams.
• Dependable, team-oriented, and capable of balancing competing priorities with limited supervision.