Job Description:
Office Administrator
Adams Rental
Hamilton, New Jersey
Full-time and Permanent Opportunity
Come be a part of our growth! We are Adams Rental, a
family-owned business located in central New Jersey providing rental
supplies and equipment throughout Southeastern PA and New Jersey. We
are seeking an experienced Office Administrator to join our growing
team of fun, professional staff on a full-time basis.
Company Overview:
At Adams Rental, our values: Commitment; Responsiveness;
Accountable; Fun; Teamwork; Excellence; and Dignity, are reflected
in the services we offer, and the relationships built with our
clients. 2025 is our 75th year in business serving caterers,
weddings, festivals, fundraisers, trade shows, corporations and consumers.
We are proud of our team of talented and diverse professionals,
known in the industry as the A-Team. It is through this team that we
fulfill our mission delivering our trademarked Excellence in
Event Execution.
Why Work for Us?
Adams Rental believes in the value of teamwork. Providing robust
benefits and employee appreciation are part of our culture. Working
for Adams Rental you will receive:
-a competitive salary
-medical, dental and vision insurance
-short-term disability
-SIMPLE IRA with company match
-employer-provided life insurance
-paid holidays
-ample paid time off
-employee rewards and recognition
-access to free online(?) mental health resource
-an employee assistance program
-industry related tuition reimbursement
-training and development opportunities
-employee discount on merchandise, (up to $1,000 per year in
free equipment rental)
-a collaborative, fun, and supportive working environment
Click here, www.adamsrental.com to learn
more.
Position Overview:
Reporting directly to the President and Vice President, the
Office Administrator plays an integral part in the successful
operations at Adams Rental. Working onsite 5 days a week, the
individual in this role will contribute to our success by taking
ownership of bookkeeping, maintaining the office, HR-related tasks,
and assisting management to ensure business operations run
efficiently and effectively.
Essential Duties and Responsibilities
Accounts Receivable/Billing/Accounts Payable
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Process all customer payments daily via check and weblink.
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Convert quotes for rental equipment to reservations upon
initial payment.
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Send receipts to customers and notify sales representative of payment.
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Collect funds from CASH clients as specified by contract, ten
days prior to delivery.
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Contact clients regarding past due invoices.
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Process credit applications as necessary.
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Perform cash reconciliation on a bi-weekly basis.
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Close rental contracts upon return of equipment; Send final
invoices to client.
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Follow up with clients promptly regarding late equipment returns.
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Obtain tax-exempt certificates from clients when appropriate.
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Send Certificates of Insurance as requested.
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Document filing by date.
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Calculate referral commissions monthly.
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Assist with annual reports.
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Enter vendor invoices into QuickBooks system.
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Match receipts with credit card invoices monthly.
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Print & send vendor payments after receiving approval from
the accountant.
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Maintain financial records, company checks, and files in safe
and secure location.
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Monthly review of AR and Event Pro commission reports with
President and VP.
Purchasing & Admin Duties
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Maintain office supply inventory, postage & meter
supplies, placing orders with vendors regularly.
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Manage company land & wireless telephones.
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Act as back-up for the Sales Department by answering incoming
calls in a professional and courteous manner and directing calls
to the appropriate party.
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Assist President with the execution and management of the
Simple IRA available to employees; Complete reports, assist
employees and ensure new enrollments are completed in a timely manner.
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Assist Sales Department to secure Type 1 Fire Safety Permits.
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Assist with maintaining a professional, clean and organized showroom.
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Manage company industry resource subscriptions.
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Renew annually management’s membership with rental industry
organizations such as ARA and MATRA.
Human Resources
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Prepare and process bi-weekly payroll; update PTO balances;
maintain all payroll reports; resolve issues and update employee
information in system as necessary; update annual unemployment
rate; and run reports for management as requested.
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Conduct New Hire Orientation as required, following up with
employees to ensure all required forms are signed and
documentation received in a timely manner.
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Assist leadership annually with the H-2B Visa application process.
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Read and respond to all H-2B inquiries that come in via email
in a timely manner.
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Maintain electronic personnel files, filing all paperwork timely.
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Review benefit invoices monthly to ensure accuracy, addressing
any discrepancies with the carriers and process benefit payments
by their due date.
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Participate in benefit renewal meetings with the benefits
broker and Adams’ leadership.
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Act as main point of contact for benefits for employees;
answering general questions, providing resources and ensuring all
enrollments, terminations and changes are processed in a timely
manner. Participate in annual Open Enrollment meetings, taking
point with distributing and collecting enrollment forms.
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Distribute and assist employees with SIMPLE IRA enrollment and
changes annually.
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Track all leaves off absences according to policy, tracking
benefits premiums owed upon return to work if applicable.
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Complete unemployment requests and disputes.
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Complete annual O.S.H.A. injury/loss time report.
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Enter employee birthdays & anniversaries on shared
calendar; distribute birthday cards each month to designated employees.
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Plan and organize various employee appreciation events
throughout the year.
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Manage company Years of Service program.
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Approve and track all leaves off absences according to policy,
tracking benefits premiums owed upon return to work if applicable.
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Complete unemployment requests and disputes.
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Complete annual O.S.H.A. injury/loss time report.
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Enter employee birthdays & anniversaries on shared
calendar; distribute birthday cards each month to designated employees.
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Plan and organize various employee appreciation events
throughout the year.
-
Manage company Years of Service program.
General
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Support management by assisting customers and resolving issues
as needed.
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Assist President with compilation of financial reporting spreadsheets.
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Ensure that the company phone system is set with correct
message when closed for business.
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Act as key holder for the showroom, ensuring the office is
open and closed to match business hours.
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Contribute to Adams Rental’s success by making suggestions for
improvements regarding processes and procedures.
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Exhibit Adams Rental’s corporate values daily.
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Perform other duties as assigned by management.
