Administrative Operations Assistant

Your Opportunity

The Administrative Operations Assistant is a part-time role responsible for ensuring that physical mail arriving at Vytalize Health's Hoboken, NJ office is received, sorted, and routed accurately and on time, along with general administrative and office duties. This role plays a critical operational function, as the Hoboken office receives time-sensitive legal notices, financial correspondence, and healthcare-related documents that require prompt handling. Reporting to the Chief of Staff, the team member will report to the office on a consistent schedule (minimum 3x/week), but also be able to flex days and times for potential onsite meeting support.

What You Will Do

Mail Collection and Processing

• Sort mail into designated categories
• Retrieve any held mail from the USPS office at 89 River St., Hoboken using pink slip notices left at the office.
• Forward inbound checks via tracked mail (Certified or Priority) per established procedures.
• Scan and email returned/outbound checks to View email address on click.appcast.io, then shred the originals.
• Shred healthcare claims using the cross-cut shredder on-site after separating from any checks.
• Scan and email miscellaneous and department-specific mail (including state agency notices, legal correspondence, vendor mail, and other important items) to the appropriate internal contacts as directed by the Compliance team's mail routing guide.

Office Administration & Support

• Manage office calendar, meeting schedules, and conference room bookings.
• Support any onsite meetings as needed
• Order and maintain office supplies, equipment, and break room inventory; track expenses.
• Manage filing systems, records, and document organization; ensure compliance with retention policies.
• Maintain office equipment (printers, copiers, etc.); arrange repairs and service calls.

General Office Duties

• Monitor and maintain office cleanliness, facilities, and general upkeep.
• Coordinate with building management for maintenance, repairs, and facility issues.
• Manage office access, keys, and security protocols.
• Handle general administrative tasks and special projects as assigned by management.

What Will Make You Successful Here

Education

• Currently enrolled in or recently graduated from an associate's or bachelor's degree program, or equivalent experience.

Experience

• No prior professional experience required; prior administrative, office manager, or customer service experience is a plus.

Skills and Competencies

• Reliable and punctual - able to commit to a consistent weekly schedule.
• Organized and detail-oriented, with the ability to follow multi-step procedures accurately.
• Trustworthy and discreet - this role handles sensitive financial, legal, and potentially employee-level documents including correspondence that may contain personally identifiable information (PII). A confidentiality agreement is required prior to starting.
• Basic comfort with email and mobile scanning tools.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Familiarity with USPS mail services including Certified Mail and Priority Mail.
• Prior experience in an administrative, compliance, or office operations setting.
• Local to Hoboken, Jersey City, or surrounding areas.

Perks/Benefits

• Competitive base compensation.
• Annual bonus potential.