Office Manager

Real Time Recruitment Solutions (RTRS)

Fairfield, NJ

Job Title: Office Manager / Cross-Functional Administrative Coordinator

Executive Support | Office Operations | Cross-Department Administrative Management

Position Overview

My client is a leading LED Lighting Architectural Engineering business, currently seeking a highly organized, dependable, and execution-driven Office Manager to serve as the administrative backbone of our organization. This role is designed for a proactive professional who can manage and coordinate day-to-day administrative functions across multiple departments while directly supporting executive leadership.

This position is best suited for someone who thrives in a fast-paced business environment, can manage multiple priorities simultaneously, and ensures that office, administrative, and operational needs are handled efficiently and professionally.

The ideal candidate will function as a central support resource for Sales, Accounting, Marketing, Leadership, and General Office Operations — ensuring that critical administrative responsibilities are organized, completed, and continuously moving forward.

Core Purpose of the Role

To manage and support all core administrative functions of the business, maintain daily office efficiency, provide executive support, and ensure operational organization across departments.

Key Responsibilities

Office Administration & Daily Operations

Oversee daily administrative functions to ensure smooth office operations
Manage office supplies, vendors, scheduling, and administrative systems
Coordinate internal documentation, filing systems, and organizational processes
Support general office logistics and maintain operational readiness

Executive Support

Provide direct administrative support to Managing Director
Manage calendars, appointments, meetings, and travel coordination
Assist with confidential documents, reporting, and executive task management
Help ensure leadership priorities are organized and executed

Cross-Functional Department Support

Support Sales with administrative coordination, documentation, scheduling, and follow-up
Support Accounting with expense tracking, invoice coordination, records, and reporting assistance
Support Marketing with scheduling, coordination, vendors, and internal administrative needs
Assist Operations by tracking deadlines, pending tasks, and process coordination

Administrative Coordination & Execution

Track delegated tasks and ensure completion
Follow up across departments to maintain accountability
Prepare reports, spreadsheets, presentations, and documentation
Coordinate with internal teams and external vendors as needed

Core Competencies

Strong organizational and multitasking skills
Excellent administrative execution
Cross-functional coordination ability
High attention to detail
Professional communication skills
Problem-solving mindset
Ability to manage priorities with urgency
Reliable follow-through
Confidentiality and discretion

Ideal Candidate Profile

5+ years experience in office management, administrative coordination, or executive support
Comfortable supporting multiple departments simultaneously
Highly dependable and proactive
Strong Microsoft 365 Office suite skills
Experience with scheduling, reporting, and administrative systems
Ability to work independently and manage shifting priorities
Professional, polished, and service-oriented

Preferred Qualifications