Job Description
Job Title: Office Manager
Location: Bergen County, NJ
Industry: Wholesale Distribution
Environment: Employee-Friendly, Collaborative, and Growth-Oriented
Position Summary:
We are seeking a detail-oriented and proactive Office Manager to oversee administrative operations, IT/system support, and purchasing functions in our fast-paced wholesale distribution company. This role requires excellent communication skills, strong multitasking abilities, and leadership experience to supervise staff, manage internal systems, and ensure smooth day-to-day operations.
Key Responsibilities
Office Administration
- Supervise and train administrative staff (up to two subordinates).
- Oversee email invoicing, order pricing, and sales order completion.
- Manage internal communications with customers, vendors, and internal departments.
- Maintain accuracy in pricing, customer categories, and DNC software applications.
- Work with foreign currencies and understand exchange rates.
- Coordinate with bookkeeping, sales, and customer service teams as needed.
- Handle documentation for import/export and shipping logistics.
- File claims for service failures and refunds with UPS, FedEx, and other couriers.
IT/Systems Support
- Provide first-level tech support for hardware, software, printers, and network issues.
- Set up and troubleshoot email accounts via MS Outlook Desktop.
- Proficiently use Microsoft 365 (Outlook, Word, Excel, Teams).
- Manage Sage 100 and Vasis Pro5 user access, roles, and licenses.
- Liaise with cloud providers and vendors for advanced troubleshooting.
- Enforce multi-factor authentication (MFA) and access controls.
- Maintain and update website information and photos as needed.
- Process online and onsite credit card payments.
Purchasing
- Manage purchasing processes, including order placement (domestic & international).
- Supervise purchasing staff and ensure deadlines are met.
- Resolve supplier delays, defective goods, or pricing discrepancies.
- Monitor shipment progress and address delivery issues promptly.
- Maintain records for purchase orders, correspondence, and returns.
Qualifications
- 3+ years of office management or operations experience preferred.
- Strong leadership and delegation skills.
- Excellent written and verbal English communication (Spanish a plus).
- Proficiency with MS Office 365, Sage 100, and web-based platforms.
- Experience with import/export documentation and logistics coordination.
- High attention to detail and problem-solving ability.
- Ability to multitask and thrive in a collaborative environment.
Compensation & Benefits:
- Competitive salary based on experience
- Comprehensive health benefits
- 401(k) with company match
- Generous PTO and holiday policy
- Supportive, team-oriented culture
Job Tags
Work at office,