The successful candidate will play a key role in coordinating office activities, supporting employee and facility-related initiatives, maintaining confidential information, and fostering a positive and professional workplace environment.

Please note that this role requires you to work from the office 5 days per week, Monday-Friday.

If this sounds like you, we'd love to hear from you!

KUBRA is seeking a highly organized and proactive Administrative Assistant to support our management staff and HR team in ensuring the smooth day-to-day operations of our facility. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment, enjoys multitasking, and takes pride in delivering exceptional administrative and operational support.

The successful candidate will play a key role in coordinating office activities, supporting employee and facility-related initiatives, maintaining confidential information, and fostering a positive and professional workplace environment.

Please note that this role requires you to work from the office 5 days per week, Monday-Friday.

If this sounds like you, we'd love to hear from you!

This position is bonus eligible.

At KUBRA, we believe the workplace should be equitable, inclusive, and inspiring for every employee. In an effort to provide greater transparency, we are sharing the base salary range for this position. Actual base pay will be determined based on permissible factors such as transferable skills, work experience, market demands, and primary work location. The base pay range provided is subject to change and may be modified in the future.

The anticipated base pay ranges below will apply for candidates located in the follow geographic areas:

New Jersey

Benefits: Medical, dental, vision, life, and disability insurance, 401k contributions, 10 paid holidays, 27 days of paid time off, child/elder care reimbursement, education reimbursement and other company benefits.

How You'll Contribute

Provide administrative support to the Facility Manager, management staff and HR Department

Reporting and data entry

Generate Purchase Orders and requisitions

Plan, coordinate, and support internal meetings, employee engagement initiatives, wellness activities, and company events, including managing event logistics, vendor coordination, catering, scheduling, materials preparation, and on-site support.

Act as a receptionist and answer the telephone professionally and record and return all messages within 24 hours

Maintains customer and employee confidence and protects operations by keeping information confidential

Maintain office inventory supplies

Prepare correspondence, presentation materials, project planning, and development, and various reports.

Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Respond to inquiries from both external and internal contacts and provide direction to appropriate departments for response and when necessary, initiate timely follow-up.

Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention

Handle any HR function for the facilities that may be asked in a confidential manner

Handle issues that arise around the facility management, schedule outside vendors for service-related requirements

Participate/Chair the local health and safety, wellness and social committees

Strengths that Shine in This Role

Strong communication skills, both written and verbal.
Ability to take initiative and work proactively under minimal supervision.
Superior organizational skills with a meticulous attention to detail.
Ability to prioritize and successfully complete tasks while working under pressure in a fast-paced environment.
Team-player with strong interpersonal skills and a professional attitude capable of fostering strong working relationships with all levels of staff within the organization as well as external contacts.
Ability to work with sensitive and confidential material.
Ability to plan, research topics and be creative

Skills That Matter in This Role

2-5 years of experience in an administrative assistant capacity.

Excellent computer skills including a high degree of proficiency in Microsoft Word, Excel, and PowerPoint.

Fluency in Spanish

Previous experience planning and executing events

Demonstrated experience in budget management and expense tracking.

Strong analytical skills with the ability to exercise judgment when dealing with problems or issues that may arise.

Solid multi-tasking skills with the ability to manage and balance large volumes of work

Other Education/Certification/Training preferred: High School Diploma

Why You’ll Love Working Here

Enjoy excellent benefits with low premiums, plus Healthcare and Wellness Spending Accounts to keep you and your family covered

Earn more with shift premiums and annual performance-based bonuses

Plan for your future with 401K matching

Take advantage of generous paid time off — including vacation, holidays, sick, personal, birthday, and volunteer days

Dress comfortably every day with our casual dress code

Free on-site parking for easy, stress-free commutes

Give back with two paid volunteer days to support causes you care about

Be recognized and rewarded through our employee appreciation and recognition programs

While we value the skills and experiences listed in our job requirements, we also recognize that talent comes in many forms, and welcome applications from candidates who meet most but not all specified requirements. If you possess a strong desire to learn and grow in a dynamic work environment, apply now!

KUBRA is a fast-growing company that delivers customer communications solutions to some of the largest utility, insurance, and government entities across North America. KUBRA offers billing and payments, mapping, mobile apps, proactive communications, and artificial intelligence solutions for customers. With more than 1.5 billion customer interactions annually, KUBRA services reach over 40% of households in the U.S. and Canada. KUBRA is an operating subsidiary of Hearst.

Our office is small enough to allow creative individuals to flourish, yet large enough to provide long-term stability. We place a tremendous amount of responsibility on our team members to be productive, focused and self-motivated. We offer a casual work environment, competitive compensation and a stellar benefits program.

KUBRA does not typically provide immigration-related assistance, including employment-based work visa (e.g. H-1B) sponsorship, work permit applications and extensions, permanent residence (green card) sponsorship, LMIA applications or permanent residency nominations. Candidates must ensure they have legal authorization to work in the U.S/ Canada. All sponsorship determinations are case by case based on business need.