Office Administrative Assistant

<p><strong>Administrative Assistant</strong></p><p><strong>Location:</strong> Saddle Brook, NJ (In-Office)</p><p> <strong>Schedule:</strong> Monday–Friday, 9:00 AM – 5:30 PM (1-hour lunch)</p><p> <strong>Employment Type:</strong> Full-Time</p><p><strong>About the Role</strong></p><p>A well-established private real estate investment and development firm is seeking a polished and highly organized <strong>Administrative Assistant</strong> to support daily office operations and tenant administration. This is a key in-office role serving as the first point of contact for visitors while providing administrative support across property management, operations, and accounting functions.</p><p>The ideal candidate is professional, detail-oriented, and comfortable managing multiple responsibilities in a structured, high-standard environment.</p><p><strong>Key Responsibilities</strong></p><p><strong>Office Administration</strong></p><ul><li>Greet and assist clients, visitors, and guests in a professional manner</li><li>Answer and route incoming calls during business hours</li><li>Maintain inventory of office supplies, kitchen supplies, and equipment</li><li>Coordinate maintenance for office equipment, IT systems, and phone/internet services</li><li>Prepare meeting rooms and coordinate luncheons or conferences as needed</li><li>Manage incoming and outgoing mail, certified mail, and shipping accounts (UPS, USPS, FedEx)</li><li>Pick up and distribute mail as required</li><li>Notarize documents as needed</li></ul><p><strong>Tenant & Property Administration</strong></p><ul><li>Maintain and organize tenant communication files and lease documentation</li><li>Assist property managers with onboarding and offboarding tenant procedures</li><li>Upload and maintain lease documents on internal servers</li><li>Track tenant insurance certificates in coordination with accounting and insurance contacts</li><li>Maintain organized marketing and leasing materials</li></ul><p><strong>Operational & Administrative Support</strong></p><ul><li>Maintain internal staff schedules and office records</li><li>Assist with service agreements for office equipment and coordinate vendor services (cleaning, HVAC, pest control, etc.)</li><li>Support file organization and archival processes</li><li>Provide general administrative support to leadership and internal departments</li></ul><p><em>(Finance-related experience is a plus but not required.)</em></p><p><strong>Qualifications</strong></p><ul><li>2+ years of administrative or office support experience</li><li>Professional demeanor with strong communication skills</li><li>Highly organized with strong attention to detail</li><li>Comfortable working fully on-site in a structured office environment</li><li>Proficient in Microsoft Office (Outlook, Word, Excel)</li><li>Notary Public certification is a plus</li></ul><p><strong>Compensation & Benefits</strong></p><ul><li>Competitive salary (commensurate with experience)</li><li>Comprehensive medical benefits</li><li>Discretionary year-end bonus</li><li>Employer-paid profit sharing</li><li>Vacation and sick time provided</li></ul><p></p>