Administrative Assistant

Utilities One; Jersey City (NJ); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k)

Health Insurance

Whole Life Insurance

Comprehensive training and development

Career growth opportunities

Job summary

Utilities One, based in Jersey City, NJ, seeks an Administrative Assistant to support governance and administration. The role combines compliance activities with managing daily office operations and requires strong English skills and attention to detail.

Ideal candidates will assist with onboarding, licensing records, scheduling, and vendor coordination while communicating effectively with internal teams and external partners in a professional workspace.

Qualifications

• Previous experience in contract administration, compliance, or legal support is preferred but not required.
• Excellent verbal and written English communication skills.
• Bilingual (English and Russian) is a plus.
• Strong attention to detail and analytical skills.

Responsibilities

• Support onboarding by verifying documentation and ensuring adherence to internal policies and legal requirements.
• Maintain accurate records related to licensing, onboarding, and compliance activities.
• Communicate effectively with internal teams and external partners to ensure compliance standards are met.
• Stay informed about relevant regulations and internal guidelines.
• Proactively suggest process improvements to enhance compliance operations.
• Manage day-to-day office operations to ensure an organized and efficient environment.
• Coordinate office logistics, including supplies, equipment, and vendor relationships.
• Handle scheduling, meeting coordination, and preparation of internal documents.
• Act as a point of contact for employees, vendors, and visitors.
• Support internal communication and coordination between departments.
• Assist with organizing internal events, meetings, and company activities.

Skills

Communication skills

Bilingual (English/Russian)

Attention to detail

Multitasking

Tools

Microsoft Office

Job description

Administrative Assistant

Department: Governance & Administration

Employment Type: Full Time

Location: United States - Jersey City, NJ

Description

At Utilities One, we are driven by innovation, operational excellence, and a commitment to building the future of critical infrastructure. As a trusted turnkey solutions provider across telecom, power, water, renewable energy, and data center sectors, we deliver high-quality services that connect and empower communities. In addition to our core operations, we offer specialized consulting services that help our clients design, optimize, and execute complex infrastructure projects with confidence and precision. We believe our greatest strength is our people — a team of dedicated professionals who bring expertise, collaboration, and integrity to everything they do. Join us and become part of a growing organization where your contributions make a meaningful impact.

We are seeking a proactive and organized Compliance & Administrative Specialist to join our team. This role combines supporting compliance activities with managing daily office operations. While training will be provided, a strong attention to detail, excellent communication skills, and fluency in English are essential for success in this position.

Key Responsibilities

• Support the onboarding process by verifying documentation and ensuring adherence to internal policies and legal requirements;
• Maintain accurate records and documentation related to licensing, onboarding, and compliance activities;
• Communicate effectively with internal teams and external partners to ensure compliance standards are met;
• Stay informed about relevant regulations and internal compliance guidelines;
• Proactively suggest process improvements to enhance compliance operations.
• Manage day-to-day office operations to ensure an organized and efficient work environment;
• Coordinate office logistics, including supplies, equipment, and vendor relationships;
• Handle scheduling, meeting coordination, and preparation of internal documents;
• Act as a point of contact for employees, vendors, and visitors;
• Support internal communication and coordination between departments;
• Assist with organizing internal events, meetings, and company activities.

Skills, Knowledge and Expertise

• Previous experience in contract administration, compliance, or legal support is preferred but not required;
• Excellent verbal and written English communication skills;
• Bilingual (English and Russian);
• Strong attention to detail and analytical skills;
• Ability to manage multiple tasks and meet deadlines;
• Proficiency in Microsoft Office Suite (Word, Excel).

Benefits

• 401(k);
• Health Insurance;
• Whole Life Insurance;
• Comprehensive training and development to support your success;
• Opportunities for career growth and development within the company