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HC Forklift America

Office Administrator

HC Forklift America
Brunswick, NJPosted Yesterday
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Job Description

Job Id:  241 # of Openings:  0
Job Title: Office Administrator 
Department: NJ Branch 
Reports To: Branch Manager 
Job Type: Full-Time | Onsite | Salaried Exempt
Location: East Brunswick, NJ 08816 
 
Position Summary
The Office Administrator plays a key role in ensuring the efficient, organized, and professional operation of NJ Branch. This position oversees administrative duties, event scheduling, travel arrangements, inventory control, and facility coordination. The ideal candidate is highly organized, proactive, and capable of managing a wide range of responsibilities.
 
Key Responsibilities
Administrative Support
  • Manage day-to-day office operations and maintain a professional work environment.
  • Coordinate calendars, schedule meetings, prepare agendas, and record meeting minutes.
  • Draft, proofread, and format correspondence, reports, presentations, and internal documents.
  • Coordinate receiving and shipping activities as assigned by headquarters
  • Coordinate communication with local government agencies and external stakeholders regarding administrative matters
  • Assist staff with administrative needs
Event Scheduling & Coordination
  • Plan and schedule internal/external meetings, workshops, and company events.
  • Arrange event logistics such as catering, room setup, technology needs, and guest coordination
  • Prepare presentation materials and support event-related communication.
Travel & Flight Bookings
  • Arrange travel for staff and executives, including flights, hotels, transportation, and full itinerary planning.
  • Ensure all travel follows company policies and budget guidelines.
  • Maintain organized travel documentation and assist with expense report submissions.
Office & Facility Management
  • Oversee daily operations of the office, including equipment, workspace setup, and vendor coordination.
  • Manage relationships with building management, service contractors, and office suppliers.
  • Coordinate repairs, maintenance, cleaning, and facility-related requests.
  • Ensure compliance with health, safety, and security procedures.
Office Inventory Management
  • Maintain accurate records of all office and warehouse inventory, including supplies, equipment, and materials.
  • Conduct routine inventory audits and reconcile discrepancies.
  • Track and forecast office and warehouse supply needs to prevent shortages.
  • Place and monitor purchase orders for office supplies, warehouse materials, tools, equipment, and consumables.
  • Coordinate asset tagging, storage organization, and lifecycle management of equipment.
  • Collaborate with warehouse staff to ensure proper inventory counts, labeling, and restocking procedures.
  • Improve inventory organization and warehouse storage efficiency.
Facility Project Management
  • Plan and oversee small to mid-scale office and warehouse improvement projects (e.g., reorganizations, relocations, furniture installations).
  • Coordinate contractors, vendors, and internal teams to meet deadlines and project goals.
  • Create project timelines, track milestones, and monitor budgets.
  • Maintain project documentation and conduct post-project evaluations.
Financial & Recordkeeping
  • Process invoices, purchase orders, expense reports, and maintain purchasing documentation.
  • Assist in preparing budgets, financial summaries, and audit reports.
  • Maintain organized digital and physical filing systems for office and warehouse records.
Customer & Staff Support
  • Greet visitors, answer incoming calls, and provide exceptional customer service.
  • Assist employees with workspace needs, supply requests, and equipment checkout.
  • Support communication across departments and help coordinate staff functions or trainings.
  • Provide administrative support to HR, executives, and leadership on special projects.
  • Maintain confidentiality of employee, executive, and company information.
  • Perform other duties as assigned to support HR, leadership, and company operations.
 
Required Qualifications
  • High school diploma required; associate or bachelor's degree preferred.
  • 2–5 years of experience in office administration, warehouse support, inventory control, or facility coordination.
  • Experience with procurement, vendor management, or inventory software preferred.
  • Strong organizational skills with the ability to manage multiple tasks.
  • Excellent written and verbal communication abilities.
  • Proficiency with Microsoft Office or Google Workspace; inventory management software experience is a plus.
  • Ability to work independently, prioritize tasks, and maintain confidentiality.
  • Written & verbal fluency in both Mandarin and English is preferred
 
Compensation & Benefits
  • Salary Range: (Based on experience and qualifications)
  • Benefits Include:
    • Medical, Dental, and Vision insurance
    • 401(k) with company match
    • Paid Time Off (PTO) and Paid Holidays
    • Employee Assistance Program (EAP)
 
Additional Information
This job description reflects the current expectations for the position but is not intended to be all-inclusive. Duties, responsibilities, and qualifications may be modified or reassigned at any time to meet the evolving needs of the organization.


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Office Administrator at HC Forklift America | Renata