Administrative Office Manager

Administrative Office Manager

JOB DESCRIPTION

Summary

Founded in 2016, ENGenuity Infrastructure is a full-service planning and engineering firm focused on building resilient communities. ENGenuity balances planning principles with technical engineering expertise to achieve the goals of our clients. We are WBE, SBE, and DBE certified in the State of New Jersey, and nationally 8a, EDWOSB, and WOSB certified. 

 We are seeking a full time Administrative Office Manager in our Red Bank office who will be the Executive Assistant to the President and CEO. In addition to some typing, filing, and scheduling, key functions for this role are financial record keeping, book-keeping, administering the company 401k, HR functions including onboarding of new hires, mid-year and annual reviews, and administering of or health and dental plans; project coordination, proposal and marketing support, coordination of meetings and conferences, obtaining supplies, updating social media, insurance audits, and working on special projects. Also, answering non-routine correspondence and assembling highly confidential and sensitive information. The ideal candidate should be comfortable working in a gate-keeper capacity, dealing with a diverse group of important external callers and visitors, as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload.

 Job Duties Include:

 • Bookkeeping using BQE Core, a program similar to QuickBooks, including the timely management of accounts payable, accounts receivable, and financial reporting. Coordination with ENGenuity’s Accountant each quarter to supply information for tax filings. Cuts checks for vendors and compiles for CEO’s signature.

• Maintaining compliance with critical policies and certifications, such as our Professional & General Liability Insurance, and SBE/DBE/WBE/WOSB/8a/DPMC, Port Authority NY/NJ, NYOGS certifications. Editing and review of contracts with clients, sub-contractors, and others as required.

• Supporting assorted HR functions, including payroll and benefits (medical, 401k, dental/vision/life insurance policies,) administration, employee onboarding, and handling of confidential materials.

• Assisting in the preparation, organization, and review of proposals and RFQs, and applications for additional business certifications and pre-qualifications.

•  Scheduling and organizing meetings, conferences, and office activities.

•  Maintains and updates company filing system; scanning, copying, and filing electronic or hard copies as necessary. Updates reference libraries as needed.

• Answer main phone for Red Bank office, serving as primary gatekeeper and coordinator between external contacts and ENGenuity.

• General document preparation for routine and non-routine correspondence, including the creation, editing, layout, and review of documents, memos, charts, tables, graphs, business plans, etc.

• Project coordination, including the compilation of required documents and contracts, social media management, and other functions as required. Updates to website and YEXT.

Education Required:

• High school diploma required.

• Associates or Bachelors degree is a plus.

Experience/Skills Required:

 • Minimum of 10 years of related work experience.

•  NJ Notary Public strongly preferred.

•  Excellent analytical, interpersonal, writing, and verbal communication skills.

•  Highly motivated self-starter with strong organizational skills.

• Candidates must be adept at working collaboratively while building strong working relationships in a team environment.

• Superb time management skills, with the ability to organize and manage multiple priorities effectively.

 Position Type/Expected Hours of Work:

This is a full-time position for 40 hours per week and is an in-person position.  Standard hours of business operation are Monday through Friday 8:00 a.m. to 5:00pm, however, exact hours are flexible within this framework.

Additional Eligibility Qualifications:

ENGenuity offers competitive salaries commensurate with experience, with benefits available to eligible employees. This role is based in our offices in Red Bank, NJ.

For immediate consideration, please submit a cover letter and resume to admin@engenuitynj.com.

ENGenuity Infrastructure is an Affirmative Action and Equal Opportunity Employer, (Minority/Female/ Disabled/Veteran) participating in e-Verify.