Office Administrator - Adams Rental

Job Description

Job Description

Office Administrator

Adams Rental

Hamilton, New Jersey

Full-time and Permanent Opportunity

Come be a part of our growth! We are Adams Rental, a family-owned business located in central New Jersey providing rental supplies and equipment throughout Southeastern PA and New Jersey. We are seeking an experienced Office Administrator to join our growing team of fun, professional staff on a full-time basis.

Company Overview:

At Adams Rental, our values: Commitment; Responsiveness; Accountable; Fun; Teamwork; Excellence; and Dignity, are reflected in the services we offer, and the relationships built with our clients. 2025 is our 75th year in business serving caterers, weddings, festivals, fundraisers, trade shows, corporations and consumers.

We are proud of our team of talented and diverse professionals, known in the industry as the A-Team. It is through this team that we fulfill our mission delivering our trademarked Excellence in Event Execution .

Why Work for Us?

Adams Rental believes in the value of teamwork. Providing robust benefits and employee appreciation are part of our culture. Working for Adams Rental you will receive:

-a competitive salary
-medical, dental and vision insurance
-short-term disability
-SIMPLE IRA with company match
-employer-provided life insurance
-paid holidays
-ample paid time off
-employee rewards and recognition
-access to free online(?) mental health resource
-an employee assistance program
-industry related tuition reimbursement
-training and development opportunities
-employee discount on merchandise, (up to $1,000 per year in free equipment rental)
-a collaborative, fun, and supportive working environment

Click here, to learn more.

Position Overview:

Reporting directly to the President and Vice President, the Office Administrator plays an integral part in the successful operations at Adams Rental. Working onsite 5 days a week, the individual in this role will contribute to our success by taking ownership of bookkeeping, maintaining the office, HR-related tasks, and assisting management to ensure business operations run efficiently and effectively.

Essential Duties and Responsibilities

Accounts Receivable/Billing/Accounts Payable

• Process all customer payments daily via check and weblink.
• Convert quotes for rental equipment to reservations upon initial payment.
• Send receipts to customers and notify sales representative of payment.
• Collect funds from CASH clients as specified by contract, ten days prior to delivery.
• Contact clients regarding past due invoices.
• Process credit applications as necessary.
• Perform cash reconciliation on a bi-weekly basis.
• Close rental contracts upon return of equipment; Send final invoices to client.
• Follow up with clients promptly regarding late equipment returns.
• Obtain tax-exempt certificates from clients when appropriate.
• Send Certificates of Insurance as requested.
• Document filing by date.
• Calculate referral commissions monthly.
• Assist with annual reports.
• Enter vendor invoices into QuickBooks system.
• Match receipts with credit card invoices monthly.
• Print & send vendor payments after receiving approval from the accountant.
• Maintain financial records, company checks, and files in safe and secure location.
• Monthly review of AR and Event Pro commission reports with President and VP.

Purchasing & Admin Duties

• Maintain office supply inventory, postage & meter supplies, placing orders with vendors regularly.
• Manage company land & wireless telephones.
• Act as back-up for the Sales Department by answering incoming calls in a professional and courteous manner and directing calls to the appropriate party.
• Assist President with the execution and management of the Simple IRA available to employees; Complete reports, assist employees and ensure new enrollments are completed in a timely manner.
• Assist Sales Department to secure Type 1 Fire Safety Permits.
• Assist with maintaining a professional, clean and organized showroom.
• Manage company industry resource subscriptions.
• Renew annually management’s membership with rental industry organizations such as ARA and MATRA.

Human Resources

• Prepare and process bi-weekly payroll; update PTO balances; maintain all payroll reports; resolve issues and update employee information in system as necessary; update annual unemployment rate; and run reports for management as requested.
• Conduct New Hire Orientation as required, following up with employees to ensure all required forms are signed and documentation received in a timely manner.
• Assist leadership annually with the H-2B Visa application process.
• Read and respond to all H-2B inquiries that come in via email in a timely manner.
• Maintain electronic personnel files, filing all paperwork timely.
• Review benefit invoices monthly to ensure accuracy, addressing any discrepancies with the carriers and process benefit payments by their due date.
• Participate in benefit renewal meetings with the benefits broker and Adams’ leadership.
• Act as main point of contact for benefits for employees; answering general questions, providing resources and ensuring all enrollments, terminations and changes are processed in a timely manner. Participate in annual Open Enrollment meetings, taking point with distributing and collecting enrollment forms.
• Distribute and assist employees with SIMPLE IRA enrollment and changes annually.
• Track all leaves off absences according to policy, tracking benefits premiums owed upon return to work if applicable.
• Complete unemployment requests and disputes.
• Complete annual O.S.H.A. injury/loss time report.
• Enter employee birthdays & anniversaries on shared calendar; distribute birthday cards each month to designated employees.
• Plan and organize various employee appreciation events throughout the year.
• Manage company Years of Service program.
• Approve and track all leaves off absences according to policy, tracking benefits premiums owed upon return to work if applicable.
• Complete unemployment requests and disputes.
• Complete annual O.S.H.A. injury/loss time report.
• Enter employee birthdays & anniversaries on shared calendar; distribute birthday cards each month to designated employees.
• Plan and organize various employee appreciation events throughout the year.
• Manage company Years of Service program.

General

• Support management by assisting customers and resolving issues as needed.
• Assist President with compilation of financial reporting spreadsheets.
• Ensure that the company phone system is set with correct message when closed for business.
• Act as key holder for the showroom, ensuring the office is open and closed to match business hours.
• Contribute to Adams Rental’s success by making suggestions for improvements regarding processes and procedures.
• Exhibit Adams Rental’s corporate values daily.
• Perform other duties as assigned by management.

Required Experience:

Qualifications and Skills:

* College Degree in Business or Accounting, preferred, or the equivalent combination of experience and education.

* Seven (7) or more years of experience as an Office Manager/Administrator or similar role.

* Prior experience completing payroll in Paychex preferred.

* Prior experience in the rental or construction industry a plus.

* Spanish language a plus.

* Experience with Human Resource tasks required.

Special Requirements:

• Ability to work overtime as required
• Ability to work onsite 5 days per week

Knowledge, Skills and Abilities:

• Exceptional computer skills, specifically with Microsoft office suite and QuickBooks
• Intermediate knowledge of Excel
• Solid understanding office management
• Self-motivated
• Excellent time management skills
• Familiarity with federal, state and local employment laws
• Demonstrated history of executing HR related tasks
• Ability to work effectively and efficiently under limited supervision
• Excellent oral and written communication skills
• Ability to sit for extended periods of time
• Friendly and courteous demeanor
• Customer service oriented
• Highly organized with strong attention to detail
• Ability to maintain confidentiality with sensitive information
• Ability to make contributions as part of team and as an individual contributor
• Ability to form professional relationships with people from various backgrounds within and outside of the company

Physical Demands and Working Conditions: While performing duties of the job, the employee is required to sit for extended periods of time; reach with arms and hand; and type with fingers. Employee may occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: While performing the duties of the job, the employee will not be exposed to weather conditions. The noise, light, sound and temperature levels are typical of an office and warehouse environment.

Adams Rental is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Benefits:

-a competitive salary
-medical, dental and vision insurance
-short-term disability
-SIMPLE IRA with company match
-employer-provided life insurance
-paid holidays
-ample paid time off
-employee rewards and recognition
-access to free online(?) mental health resource
-an employee assistance program
-industry related tuition reimbursement
-training and development opportunities
-employee discount on merchandise, (up to $1,000 per year in free equipment rental)
-a collaborative, fun, and supportive working environment