Job Description

Our esteemed client in Passaic County, New Jersey are seeking an organized, proactive Office Coordinator to support smooth daily operations and assist with light project coordination. The ideal candidate will not only ensure the office runs efficiently but will also be able to track tasks and projects from initiation through completion—providing timely updates to internal teams, external partners, and the COO.

Key Responsibilities:

Operations Coordination

• Serve as the primary point of contact between internal staff, external vendors, and the COO, ensuring clear and timely communication.
• Oversee day-to-day office and facility operations, including cleanliness, security, and functioning of equipment.
• Conduct routine facility inspections to ensure safety, compliance, and optimal working conditions.
• Manage workspace organization, seating/desk arrangements, and general office resource allocation.

Project & Task Coordination

• Track tasks and small operational projects from start to finish, ensuring deadlines are met.
• Provide regular status updates to stakeholders, including the COO.
• Assist in coordinating cross-departmental activities and follow-ups to keep initiatives moving forward.

Vendor and Contractor Management

• Coordinate scheduling and oversight of routine maintenance and repairs (HVAC, cleaning, etc.).
• Manage relationships and contracts with vendors, ensuring service-level expectations are met.
• Act as the main point of contact for facility-related vendors and contractor inquiries.

Safety & Compliance

• Monitor and manage expiration/renewal of licenses for former PIC across all licensed states.
• Ensure adherence to safety regulations, building codes, and emergency procedures.
• Support the maintenance and updating of emergency preparedness protocols.

Inventory & Equipment Management

• Track and maintain office and facility supply inventory.
• Place supply orders and manage budget for facility-related purchases.
• Oversee distribution, tracking, and maintenance of nursing equipment (tablets, programmers, sensors).

Space Planning & Workplace Optimization

• Support office layout changes, seating assignments, and space planning initiatives.
• Identify opportunities to enhance workspace efficiency and employee comfort.
• Assist in managing new and existing leases across the country, including coordination with landlords and leasing partners.

Reporting & Budget Support

• Assist with facility-related budgeting and track expenditures.
• Maintain accurate logs, reports, and documentation related to maintenance, incidents, and operations.

Qualifications:

Education

• Bachelor’s degree in Facilities Management, Business Administration, Operations, or a related field preferred.

Experience

• 2+ years of experience in office coordination, facilities coordination, property management, or a related operational role.
• Project coordination or project tracking experience strongly preferred.

Skills

• Excellent organizational, time-management, and multitasking skills.
• Clear and professional communication abilities.
• Strong attention to detail and follow-through.
• Knowledge of facility management practices and workplace safety standards.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams).

Ascendo is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity

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