Operations Administrative Assistant Jobs in Riverside, NJ

Job Details:

Job Title: Administrative Assistant

Location: Horsham, PA 19044 — Onsite

Pay Rate: $30–$32/hour on W2 (no benefits)

Duration: 6 months with strong potential for extension

Schedule: 1st Shift | Monday–Friday | 8:00 AM–5:00 PM

Interview Process: 2 stages — Stage 1 with HG, Stage 2 with Hiring Manager

About the Role:

We’re looking for a highly organized, proactive, and people-focused Administrative Assistant to help support daily office operations and play a key role in creating a welcoming, energetic workplace environment.

This is more than a traditional administrative role. The ideal candidate will bring strong planning and coordination skills, event-planning experience, attention to detail, and a true “team spirit” mindset. You’ll help coordinate the re-vamping of the local Horsham office, support employee activities and events, and ensure the office runs smoothly day to day.

You’ll also have the opportunity to provide backup administrative support to Vice Presidents and Hiring Leaders remotely when their primary administrative partners are out of office.

What You’ll Do:

Office & Administrative Coordination

• Support daily onsite office operations and provide general administrative assistance.
• Coordinate meeting rooms, ensuring they are clean, organized, stocked, and ready for use.
• Assist with room scheduling and meeting coordination.
• Welcome visitors and help create a positive onsite experience.
• Manage office, kitchen, and general supplies, including purchasing, stocking, and inventory.
• Coordinate and support onsite and offsite events and employee activities.
• Assist with holiday décor setup and breakdown and other office initiatives.
• Help create monthly newsletters and employee communications.
• Maintain organized files, records, and administrative documentation.

Project & Bookkeeping Support

• Provide administrative and project support for the Horsham office and assist other U.S. branch locations remotely.
• Set up projects in company systems and ensure information is processed accurately and on time.
• Prepare subcontractor agreements and process change orders.
• Submit subcontractor invoices for processing.
• Support new vendor and customer setup requests, including subcontractor pre-qualification activities.
• Provide light Excel, invoicing, bookkeeping, and accounting-related support.

Executive & Team Support

• Provide backup administrative support to VPs and Hiring Leaders when other admins are unavailable.
• Step in where needed to keep teams organized and business operations moving.
• Collaborate with employees across different functions and locations.

What We’re Looking For:

• 2+ years of experience in administrative support, office coordination, reception, office management, or a related role.
• Strong planning, organization, and coordination skills.
• Experience supporting events, office activities, or workplace initiatives is highly valued.
• Strong proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with Microsoft Teams and SharePoint is a plus.
• Experience with basic accounting, invoicing, bookkeeping, or financial administration preferred.
• Excellent communication and customer service skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and work independently.
• Comfortable learning new systems and processes quickly.
• Reliable, proactive, and willing to take initiative.
• A positive, collaborative attitude with genuine “Team Spirit” energy.

Why This Opportunity?

This is an excellent opportunity for an administrative professional who enjoys being at the center of office operations, coordinating people and activities, organizing events, supporting leadership, and making the workplace a better experience for everyone.

If you’re someone who naturally takes ownership, enjoys planning and coordinating, has strong Excel and administrative skills, and brings positive energy to a team, we’d love to hear from you.

Physical Requirements: Ability to lift/move office supplies and materials up to 25 lbs and walk throughout the office to assist with event setup and breakdown.