Administrative Assistant
Job Description
Job Description
We are looking for an Administrative Assistant to support daily business operations in New Jersey through a broad mix of administrative related tasks. This contract position with the potential to become permanent is ideal for someone who is highly organized, detail-oriented, and comfortable managing sensitive records, coordinating with external partners, and keeping office processes running smoothly. The role offers the opportunity to contribute across multiple functions while providing dependable operational support to the team.
Responsibilities:
• Coordinate employee onboarding and offboarding activities, ensuring records, documentation, and related administrative steps are completed accurately and on time.
• Maintain personnel tracking documents, prepare pay-related records, and support payroll processing for staff in coordination with domestic and international payroll partners.
• Review compensation details and employee expense submissions, then organize approved items for timely monthly payment.
• Assist with tax and registration matters by working with external specialists on corporate and state filings, payroll tax reporting, and new state tax ID setup for new employees.
• Prepare monthly cashbooks, reconcile intercompany charges, and issue invoices while monitoring billing activity and outstanding receivables.
• Examine incoming invoices, update financial trackers, and upload payment information to banking platforms as needed.
• Oversee compliance-related logs and documentation, respond to information requests from banks and clients, and support audit preparation activities.
• Coordinate required training schedules for new team members and recurring refresher sessions for existing staff.
• Complete recurring business surveys, process insurance renewals, perform callback verifications, and handle the day-to-day administrative needs of the office.
• Prior experience in an administrative support role with exposure to office coordination, payroll, accounting, or compliance activities.• Strong data entry and recordkeeping skills with excellent attention to detail and accuracy.
• Ability to manage multiple trackers, documents, and deadlines in a fast-paced office environment.
• Experience handling inbound calls, front-desk coverage, or receptionist-related responsibilities in a workplace setting.
• Comfortable working with invoices, expenses, payment submissions, and other confidential financial information.
• Proficiency with standard office software and administrative systems used for reporting, documentation, and communication.
• Strong written and verbal communication skills with the ability to coordinate effectively with internal teams and external partners.
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