Office Coordinator at Hudson Technologies Inc

Summary/objective

The Office Manager will coordinate and oversee office operations, procedures, and resources to ensure the smooth running of Hudsons offices, primarily its HQ office in Woodcliff Lake, NJ. The Office Manager will support the development of an administrative support function for the Leadership Team at Hudson and will manage executive assistants. In addition, he/she will perform a range of general administrative support activities to assist our Leadership Team as needed. This position will report to the Director of Human Resources, with a dotted line to the CEO and engagement across the organization.

Essential functions

Lead administrative support efforts and team of executive assistants for Hudsons Leadership Team. Set standards and create KPIs for optimal levels of strategic administrative and office management support across Hudsons facilities.

Oversee all daily office functions ensuring the organization and staff have an enjoyable and professional work environment.

Serve as the first point of contact for office visitors, delivery personnel, vendors and building management.

Manage relationships with vendors and service providers, including negotiating contracts and service agreements.

Provide calendar, expense management and travel coordination support to the CEO.

Coordinate with facility services for maintenance, repairs, and safety compliance.

Provide event coordination planning assistance to the Leadership Team (e.g., Board Meetings, HARDI, ASHRE, Strategic Planning meetings) including travel arrangements for executives, board members, hotel and restaurant reservations, meeting agendas, as needed.

Maintain kitchens and meeting spaces, ensuring rooms are prepared and equipped for events and presentations.

Partner with HR in the coordination, planning and execution of employee engagement events (e.g., company picnics, holiday parties, wellness challenges, food drive, etc.).

Work with a variety of departments to coordinate staff activities such as onsite/offsite lunches, team building outings, volunteer activities, social engagements, and holiday celebrations.

Support the administration of other Hudson offices and facilitate the centralized procurement of office and kitchen supplies, and the harmonization of office processes and procedures across.

Support the recruitment and onboarding of new hires including coordinating onsite interviews, candidates travel arrangements, office/desk and IT set up, Amex corporate cards, and other office processes and procedures.

Perform other tasks as assigned or dictated by position.

Competencies Required

Strong analytical, organizational, and time management skills.

Excellent team working, motivational, interpersonal, communication, and customer service skills.

Proven ability to solve problems, multitask, and prioritize.

Proficiency in office applications, project management tools, and communication platforms is essential.

Proven experience as an office manager necessary.

Excellent written and verbal communication skills

Travel Required

Less than 10%

Required education and experience.

Associate degree in marketing, Business Administration, or related field. Equivalent experience accepted in lieu of degree.

Minimum of 7 years experience in an administrative support or similar role, with experience providing support to C-suite.

Experience in managing staff is necessary.

Effective communication and relationship building skills, with a can do attitude essential.

Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

Customer driven approach.

Ability to prioritize tasks to meet commitments and deadlines with high attention to detail.

Well-versed in analytical, problem-solving, and communication skills.

Possess strong commitment to business dynamics and processes, including process improvement.

Ability to collaborate and function in a team environment.

Location Woodcliff Lake, NJ

Preferred education and experience

Manufacturing and or service industry experience

Prior experience working in a multi-location org with remote workforce.

About HUDSON TECHNOLOGIES

Is environmental sustainability a core value of yours? Do you want to contribute to keeping food fresh, homes and people cool, industrial processes operating all with maximum energy efficiency and environmental sustainability in mind? All of this in a critical infrastructure industry? Then Hudson Technologies is the place for you! Hudson Technologies is the largest independent distributor of refrigerants and the largest refrigerant reclaimer in North America. Combined with our industry leading, patented, and proprietary On-Site Chiller Services and Global Energy Services we lead the way in our commitment to the circular economy of the HVACR industry.

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