Office Manager

Operating Company: Nobel Biocare
Location: Mahwah,NJ,US
Date Posted: November 27, 2025
Req Number: R

Job Description:

The Office Manager is responsible for ensuring the seamless operation of day-to-day office activities, fostering an efficient, organized, and welcoming workplace environment. This role involves managing vendor relationships, coordinating facilities-related tasks, and supporting operational efforts to enhance the overall office experience. Additionally, the Office Manager will provide logistical support for events for both internal teams and external visitors, ensuring a professional and hospitable experience. By collaborating with Site Leadership and contributing to office-wide initiatives, this role is integral to maintaining a high-functioning and productive workplace.

Reception & Visitor Experience:

• Serve as the primary point of contact for visitors, ensuring a professional and efficient experience.
• Maintain the reception area and ensure a welcoming environment for employees and guests.
• Ensure all visitors have the necessary resources for their visit, including building entry, visitor badges (if applicable), Wi-Fi access, and meeting room arrangements.
• Provide wayfinding assistance and address general site-related inquiries.

Office Administration & Communication:

• Prepare spreadsheets, documentation, presentations, and reports relevant to site needs using MS Word, Excel, and PowerPoint.
• Manage office supply inventory and procurement to ensure operational efficiency.
• Oversee the distribution of company mail to relevant departments.

Procurement and Invoice Management:

• Monitor and manage site expenditures, including procurement for:
• Office supplies.
• Supplies and catering for employee engagement and company-supported events.
• Ensure timely invoicing and payments for:
• Property management (landlord).
• Landscaping, plumbing, HVAC, and general contractors.
• Office supplies, catering, and cleaning services.

Operational Support:

• Maintain organized records for office operations, events, and vendor agreements.
• Collaborate with external vendors and stakeholders to ensure smooth operational processes.

Event & Meeting Coordination:

• Provide logistical support for training sessions, corporate events, and site-wide or cross-functional events, including:
• Booking and setting up training/conference rooms.
• Preparing meeting materials in advance.
• Coordinating catering arrangements and meals.
• Managing communication and supplies for internal events.

Physical Demands:

• Ability to frequently walk up and down stairs throughout the workday as an essential function of the job.
• Ability to lift and carry up to 25 pounds on a regular basis as an essential function of the job.
• Ability to sit, stand, walk, bend, and reach as needed to perform essential office tasks.

Job Requirements:

Critical Knowledge and Qualifications:

• Associate's Degree (AA/AS) in Business Administration, Office Management, or a related field.
• Bachelor's Degree (BA/BS) in Business Administration, Management, Communications, or a related field preferred but not always required.

Critical Skills/technical know-how:

• Intermediate to Advanced Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Ability to build and maintain strong relationships with vendors and internal stakeholders.
• Superior customer service and interpersonal skills.
• Proficiency in using common office equipment, including printers, copiers, scanners, and telecommunication systems.
• Strong knowledge of administrative and operational requirements necessary to efficiently run an office.
• Detail-oriented, proactive, and able to work independently in a growing and innovative environment.
• Ability to problem-solve in straightforward situations as well as analyze possible solutions, using knowledge/ experience/ judgment/ precedents, in more complex situations, and able to escalate appropriately.

Critical Experience:

• 5+years of experience in office management, executive support, or event coordination, or an equivalent combination of education and experience.
• Experience with facility management and vendor relations, required.

• Communicates Effectively
• Customer Focus
• Resourcefulness
• Builds Networks
• Plans & Aligns

• Ability to handle highly confidential and sensitive information.
• Ability to exercise good judgment and problem-solve within generally defined procedures and policies.
• Ability to manage multiple priorities and projects effectively and meet deadlines.

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Target Market Salary Range:

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