Position Summary

Chafia is seeking a highly organized, proactive, and detail-oriented Office Administrator to support the daily operations of our office. The ideal candidate will play a key role in ensuring administrative efficiency, maintaining accurate records, assisting with office projects and operational initiatives. This position is ideal for someone who is eager to learn, adaptable, and willing to take on a variety of responsibilities in a growing organization.

Key Responsibilities

Administrative & Office Operations
– Manage daily office operations and administrative activities.
– Answer and direct phone calls, emails, and visitor inquiries professionally.
– Coordinate meetings, appointments, and office schedules.
– Maintain organized filing systems, records, and company documentation.
– Order and manage office supplies and vendor relationships.
– Assist with preparing reports, presentations, and correspondence.

Operational Support
– Assist with invoicing, expense tracking, and payment processing.
– Assist leadership with special projects and operational initiatives.
– Support process improvement efforts and implementation of office procedures.
– Run occasional business-related errands and attend off-site meetings when necessary.
– Collaborate with team members across departments to support organizational goals.

Compliance & Documentation
– Assist with document preparation, record retention, and regulatory filings.
– Ensure office procedures and documentation remain current and organized.

Qualifications
Required
– 0-2 years’ experience with Associate’Degree or Bachelor’Degree any field.
– Valid driver’s license with a clean driving record and willingness to travel locally when needed.
– Strong organizational, multitasking, and time management skills.
– Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
– Proficiency with calendar management platforms Google Workspace, or similar scheduling tools.
– Strong verbal and written communication skills.
– Ability to maintain confidentiality and handle sensitive information.
– Eagerness to learn new skills, systems, and business processes.

Preferred but not required
– New Jersey Notary Public Certification
– Previous administrative, office management, bookkeeping, or accounting experience.
– Organizational Skills
– Financial and Administrative Acumen

What We Offer
– Opportunity for professional growth and development.
– Hands-on learning and cross-functional exposure.
– Collaborative and supportive work environment.