Job Description

Receptionist & Office Administrator

Location: Bergen County, NJ

Company: Growing, Employee-Friendly Cosmetic Company

Salary: $75,000-$80,000

My client is seeking a highly organized, polished, and personable Receptionist & Office Administrator to support our Saddle Brook office and serve as the face of our organization. This critical role provides comprehensive administrative support to our NA President/Global CFO while ensuring the office operates smoothly, efficiently, and with a welcoming atmosphere.

The ideal candidate excels at multitasking, thrives in a fast-paced environment, and brings exceptional communication, organizational, and customer service skills.

Key Responsibilities

Front Desk & Office Operations

• Serve as the first point of contact for all visitors, creating a warm, professional, and customer-focused environment.
• Manage all incoming and outgoing mail, packages, and courier deliveries in accordance with UPS and USPS guidelines.
• Maintain office supply levels, kitchen supplies, mail distribution, sample room organization, and IT equipment coordination.
• Lead clerical tasks including answering phones, responding to emails, and managing daily correspondence.
• Support new hire onboarding by preparing workspaces and coordinating first-day logistics.

Executive Support

• Provide high-level administrative assistance to the NA President/Global CFO, including calendar scheduling, travel arrangements, meeting management, and expense reporting.
• Coordinate executive meetings: scheduling, room reservations, prepping agendas, and taking meeting minutes as needed.
• Handle confidential information with professionalism and absolute discretion.

Event & Project Coordination

• Plan and execute office events from concept to completion, overseeing logistics such as catering, décor, transportation, and materials.
• Partner with the Sales team to manage the Sample Room and maintain organization.
• Support cross-functional teams and collaborate on ad hoc projects as assigned.

Technology & Facilities Support

• Serve as the primary contact with the IT department for administrative/telecommunication issues, troubleshooting, and equipment requests.
• Act as a liaison between IT and employees to resolve equipment and conferencing issues.
• Assist with vendor management and basic budgeting or purchasing needs.

Qualifications

Core Competencies

• Exceptional verbal and written communication skills.
• Strong organizational and time-management abilities; able to juggle multiple priorities.
• Proactive problem solver with a resourceful, anticipatory mindset.
• Warm, approachable, emotionally intelligent; remains calm under pressure.
• Proven ability to handle sensitive and confidential information.
• Familiarity with daily office management procedures.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with calendar management systems and expense reporting tools.
• General comfort with IT coordination and office technology.

Professional Requirements

• Minimum 2 years of experience in office administration, office management, or executive support.
• Knowledge of facilities coordination, vendor management, or HR/IT support is a plus.
• Basic understanding of budgeting and purchasing.

Education

• High school diploma or equivalent required; college degree preferred.
• Ability to work onsite in Saddle Brook, NJ five days per week.

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