Overview
Office Coordinator/Administrative Assistant Jobs in West Milford, NJ at Hands In 4 Youth
Job Overview
Office Coordinator
Hands In 4 Youth Inc.
Hands In 4 Youth Inc., a not-for-profit organization serving underserved youth through year-round educational programs and a seasonal summer camp since 1924, is seeking a full-time Office Coordinator to support daily operations and administration.
The Office Coordinator plays a key role in ensuring the smooth functioning of our office. As the first point of contact for visitors, clients, and vendors, this individual will represent the agency with professionalism and warmth. The ideal candidate will be highly organized, proactive, and capable of managing multiple responsibilities in a fast-paced, mission-driven environment.
Benefits
This full-time position includes a comprehensive benefits package, including:
Health, dental, vision, and life insurance
Paid time off and holidays
Key Responsibilities
Oversee general office operations and ensure efficient procedures
Serve as the first point of contact for the agency (in person, phone, and online)
Receive, sort, and distribute all incoming mail and deliveries
Manage correspondence; screen calls, emails, and visitors
Maintain office supply inventory and place orders as needed
Provide administrative support to Senior Directors and the Board of Directors
Draft letters, memos, reports, invoices, and other documents to a professional standard
Schedule and coordinate meetings, record minutes, and compile meeting materials
Manage and maintain highly confidential information and personnel records
Assist in the recruitment and onboarding process for new employees and volunteers
Track PTO requests and balances; coordinate and communicate payroll changes with the Finance Department
Process bi-weekly payroll and collect required payroll-related information from all departments
Serve as the main point of contact for all employee benefits (HR), including managing open enrollment and related communications
Maintain staff files in accordance with agency policies and procedures
Support the onboarding and documentation of seasonal and international summer hires
Oversee and update agency filing systems (digital and physical)
Manage communication and compliance tracking for summer staff through the CampMinder database
Maintain records for the Summer Food Program (NY & NJ) and support annual audits
Manage documentation related to workers’ compensation, incident reports, and medical forms
Communicate professionally with staff, Board Members, volunteers, vendors, and other stakeholders
Required Skills & Qualifications
Strong organizational skills with the ability to multitask and prioritize effectively
Excellent written and verbal communication skills
High level of discretion and professionalism in handling confidential information
Ability to meet deadlines and adapt in a fast-paced environment
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Google Suite, Adobe Acrobat, Canva, and social media platforms
Minimum typing speed of 50 WPM
Familiarity with office administration and recordkeeping best practices
Job Type: Full-time
Pay: $40,000.00 – $50,000.00 per year
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Weekends as needed
Ability to Commute:
West Milford, NJ 07480 (Required)
Ability to Relocate:
West Milford, NJ 07480: Relocate before starting work (Required)
Work Location: In person
Title: Office Coordinator/Administrative Assistant
Company: Hands In 4 Youth
Location: West Milford, NJ
Category:
