POSITION: Office Manager & Operations Coordinator
LOCATION: Meadowlands Sports Complex
REPORTS TO: Senior Vice President of Sports Complex Operations & Facilities
POSITION OBJECTIVES:
Under the direction of the Senior Vice President of Sports Complex Operations & Facilities, the Office Manager & Operations Coordinator is responsible for performing a variety of administrative and operational support duties for the above mentioned, as well as the Director of Engineering and Construction, Director of Site Operations, the Director of Public Safety and the Senior Manager of Operations & Special Projects.
The Office Manager & Operations Coordinator serves as the department's central administrative resource, coordinating payroll, purchasing, permitting, regulatory reporting, accounts payable processing, records management, contractor documentation, and departmental communications. The position works closely with internal departments across the Authority, government agencies, contractors, consultants, and vendors to ensure efficient business operations and compliance with applicable regulations.
PRINCIPAL RESPONSIBILITIES:
· Assists with managing the daily activities and tasks of Sports Complex operations. Works with staff to troubleshoot and resolve any issues that occur.
· Enters weekly payroll hours for site trade personnel, as well as functions as a timekeeper for the East Rutherford salaried staff.
· Reviews and verifies payroll for Fire Department personnel; works with the Fire Chief to resolve discrepancies and ensure accuracy.
· Assists with applying for New Jersey Department of Community Affairs (NJDCA) required permits through the E-Plans website, including submission of drawings and documents.
· Reviews and submits quarterly data for Surface Water Discharge Report (DMR) for electronic submission to the NJDEP; submits Air Permits Renewals electronically to the NJDEP.
· Coordinates yearly Right to Know survey and maintains records and master file for Safety Data Sheet (SDS).
· Manages records for all motor vehicle traffic electronically; tracks fuel usage on vehicle fleet; tracks pedestrian traffic via reporting during Sports Complex events.
· Schedules legally required inspections with outside contractors and addresses issues to abate violations.
· Works with Sports Complex staff and outside contractors to coordinate work on site.
· Collaborates with purchasing to prepare purchase orders for purchases and contracts; obtains required procurement documents from awarded vendor on contract.
· Processes billings for utility accounts as well as all other invoices for all East Rutherford campus departments, ensuring invoices are reviewed for accuracy, coded appropriately and processed in accordance with procurement and financial policies; works with Accounting and Finance Departments.
· Assists in the preparation of correspondence, reports, spreadsheets, presentations, and other administrative documents. Maintains historic files and records for the department and Legal.
· Provides general administrative support, including scheduling meetings, maintaining calendars, coordinating communications, and responding to inquiries.
· Works on special projects as directed.
· Contributes to team effort by completing assigned tasks on an as needed basis.
· Adheres to all policies and procedures set forth in all official communications and addendums thereto.
QUALIFICATIONS REQUIRED:
· High school diploma or equivalent is required. Associate’s degree in business administration or a related field preferred.
· Strong written and verbal communication skills are a must, as this position interacts with a variety of personnel, including management staff and contractors, and government agencies.
· Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
· Strong organizational, planning, and time-management skills with the ability to prioritize multiple assignments and meet deadlines.
· Minimum of three (3) years of progressively responsible administrative support experience, preferably in facilities management, public sector, engineering, construction, or operations.
· Experience with payroll systems, purchasing software, electronic permitting systems, and invoice processing is preferred.
· Ability to maintain confidential information and exercise sound judgment.
· Ability to work independently while contributing effectively as part of a team.
ADDITIONAL INFORMATION:
· NJ residency is required (within one year of employment)
· Must be authorized to work in the U.S.
· Salary range: $73,000 to $88,000 annually
· Employment Type: Full-Time
· Work Schedule: On-site required
· Work-life balance, great benefits, and competitive pay.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
The NJSEA is an equal opportunity employer and, in accordance with the New Jersey Law Against Discrimination (NJLAD), does not discriminate on the basis of race, creed, color, national origin, ancestry, age, sex, pregnancy or breastfeeding, marital status, civil union status, domestic partnership status, sexual orientation, gender identity or expression, disability, nationality, genetic information, atypical hereditary cellular or blood trait, or liability for service in the Armed Forces of the United States.
We provide reasonable accommodations during the application and interview process, as well as in the work environment, for qualified individuals with disabilities. If you require a reasonable accommodation, please inform us as early as possible.
In accordance with N.J.S.A.52:14-7 (L.2011, Chapter 70), the "New Jersey First Act,“ all persons newly hired by the State on or after that date must reside in the State of New Jersey unless exempted under the law. If you do not reside in New Jersey, you have one year after you begin employment to relocate your principal residence to New Jersey.
Job Type: Full-time
Pay: $73,000.00 - $88,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Administrative: 3 years (Required)
- Payroll: 1 year (Required)
Ability to Commute:
- East Rutherford, NJ 07073 (Required)
Work Location: In person
