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

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