Administrative Assistant / Office Manager (Reception | Nonprofit Administration)

Our House, Inc.•New Providence, NJ

8d•$21 - $24•Onsite

About The Position

At Our House, Inc., our mission is to provide healthy, stimulating, and inclusive environments for individuals with intellectual and developmental disabilities (IDD). Through innovative day programs, employment services, and community-based opportunities, we support individuals in building skills, independence, and meaningful connections. We are seeking a detail-oriented Administrative Assistant / Office Coordinator to support daily administrative operations and serve as the primary office receptionist for our nonprofit organization. This role is ideal for someone who enjoys organization, communication, and supporting a busy professional office environment while contributing to a mission-driven organization. The Administrative Assistant provides clerical and administrative support to leadership and office staff while serving as the front desk receptionist for the agency. This role plays an important part in maintaining efficient office operations, supporting staff across departments, managing office communications, and ensuring a professional and welcoming environment for visitors and employees. The position requires strong organization, communication, and multitasking skills in a fast-paced nonprofit office environment. Success in This Role Looks Like: In this position, a successful Administrative Assistant will: Maintain a well-organized and professional front office environment where visitors and staff feel welcomed and supported. Manage multiple administrative tasks and requests efficiently while maintaining attention to detail. Communicate clearly and professionally with staff, visitors, vendors, and community partners. Keep office systems, documentation, and supply management organized, accurate, and up to date. Anticipate administrative needs and help keep the office running smoothly in a fast-paced nonprofit environment.

Requirements

Must be 18 years of age or older
High school diploma or equivalent required
Minimum of 1-2 years of administrative, clerical, or office support experience OR completion of a secretarial/administrative training program
Ability to type minimum 60 words per minute
Strong English communication, spelling, and writing skills
Experience using Microsoft Word, Outlook, and Excel (Access a plus)
Knowledge of general office procedures and equipment
Strong organizational and multitasking skills
Ability to work independently while managing multiple priorities
Professional demeanor and ability to interact courteously with visitors, staff, and community members
Must be flexible and able to work in a busy office environment with changing priorities
Ability to communicate effectively in person and by telephone.
Ability to operate office equipment including computers, printers, and copiers.
Sufficient manual dexterity to manage filing, mail distribution, and office documentation.
Ability to perform basic mathematical calculations for office supply tracking and documentation.
Ability to occasionally travel locally for errands such as the post office, bank, or agency meetings.

Nice To Haves

Valid driver’s license preferred for occasional local errands
Experience using Microsoft Word, Outlook, and Excel (Access a plus)

Responsibilities

Serve as the primary office receptionist, greeting and assisting visitors.
Answer incoming calls, direct callers, take messages, and respond appropriately to inquiries.
Monitor visitor access and maintain visitor logs and office security procedures.
Assist with office communication systems including phone and voicemail setup.
Provide clerical support to administrative staff and leadership.
Manage incoming and outgoing mail, packages, and deliveries.
Maintain general office filing systems and administrative records.
Assist with internal documentation and organizational record keeping.
Maintain common office spaces including front desk, conference rooms, and kitchen areas.
Order and manage inventory of office, kitchen, and restroom supplies.
Coordinate service requests for office equipment including printers, copiers, and postage machines.
Track incoming donations and assist with acknowledgment letters.
Maintain internal contact lists and office directories.
Assist with agency events, HR open houses, and fundraising initiatives.
Support internal recordkeeping for vehicle inspections and organizational documentation.
Maintain strict confidentiality of agency, employee, and program information.
Cooperate fully with Our House, Inc., the State of New Jersey Department of Human Services, and the Division of Developmental Disabilities during inspections or reviews.