ADMINISTRATIVE ASSISTANT / ADMINISTRATIVE COORDINATOR (WATER / WASTEWATER)

SUBURBAN CONSULTING ENGINEERS, INC.; Flanders (NJ); On-site; USD 30,307 - 44,083; Full time

Job summary

SUBURBAN CONSULTING ENGINEERS, INC. is seeking an Administrative Assistant/Administrative Coordinator (Water/Wastewater) for our Flanders, NJ headquarters.

The role supports the Water/Wastewater production team with document review, formatting, and coordination, requiring excellent written and oral communication and strong organizational skills. The ideal candidate will have at least 5 years of related industry experience, proficiency in MS Office, and the ability to manage multiple priorities

Qualifications

• Minimum 5 years of related industry experience.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work in a fast-paced, team-oriented office environment.
• Experience in Architectural/Engineering or Construction industry is preferred.

Responsibilities

• Provide advanced administrative assistance and support to project managers and production staff including technical document review, editing and formatting.
• Provide QA/QC of departmental project deliverables for compliance with company standards and procedures.
• Prepare and format correspondence, transmittals, reports, meeting agendas, minutes, letters, memos, and submissions.
• Retrieve, organize and compile project documents for submission to Client.
• Provide reproduction services and maintain organization of reproduction areas.
• Coordinate coverage during planned or unplanned absences with other administrative staff.
• Handle outgoing mailings and packages via UPS, FedEx, and US Postal Service.

Skills

Communication skills

Organizational skills

Multitasking

Team collaboration

Education

High School Diploma or equivalent

College degree a plus

Tools

Microsoft Office

Job description

Title: Administrative Assistant/Administrative Coordinator (Water/Wastewater)

Reports to: Water/Wastewater Department Manager

Location: Flanders, NJ

Salary Range: $22-$32/hr, based on experience and qualifications

Brief Description

SCE is currently seeking an Administrative Coordinator in our Headquarters Office in Flanders, NJ. The Administrative Coordinator position will work collaboratively as a member of our Water/Wastewater production team providing essential support in a fast-paced work environment. The ideal candidate will have excellent oral and written communication skills and be able to organize their work using the MS Office Suite of tools. The selected individual must be flexible and able to facilitate a variety of requests, adapt to changing priorities, and exhibit excellent communication and interpersonal skills with individuals across multiple engineering / architecture disciplines at all levels and office locations. Job responsibilities are to be performed independently, requiring minimal oversight through completion. Individual must be professional, courteous and able to effectively work with all employees, while also being dependable, highly organized and detail oriented. Training in company processes, procedures and standards to be facilitated by administrative professionals within other production disciplines.

Examples Of Work/duties

• Provide advanced administrative assistance and support to project managers and production staff including technical document review, editing and formatting.
• Provide quality assurance and control of departmental project deliverables for compliance with company standards and procedures.
• Provide administrative review and formatting of correspondence, transmittals, reports, meeting agendas, minutes, letters, memos, permit application packages, Agency application packages and submissions, property owner requests, etc. where and when needed.
• Retrieve, organize and compile project documents/deliverables for submission to Client.
• Provide reproduction services including printing and copying of technical documents, reports, plans and specifications, and other deliverables with expectation of spending periods of time standing, moving around, lifting and handling paper products and packaging deliverables within reproduction areas. Maintain cleanliness and organization of reproduction areas.
• Ability to meet aggressive schedules and adapt to quick turn-around and last-minute changes for project deadlines.
• Coordinates with other administrative professionals for coverage during planned / unplanned absences.
• Prepare and send outgoing mailings and packages including familiarity with UPS, FedEx and US Postal Service.
• Other related administrative tasks may be required.
• Knowledge of technical specifications a plus.
• Note: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

Requirements (education, Licensing, Certifications, Etc.)

• In-office position.
• High School Diploma or equivalent, college degree a plus.
• Minimum 5 years of related industry experience.
• Previous Architectural / Engineering or Construction industry experience preferred.
• Ability to work in a fast-paced, team-oriented office environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Familiarity with basic business machines, i.e., copy, scan, fax, postage machine.
• Previous administrative or office-related experience in Architectural / Engineering or Construction environment preferred.

This is a full-time position located at our Flanders, NJ Office. The work hours are 8 a.m. to 5 p.m., Monday through Friday. SCE offers excellent compensation and benefits packages including medical, dental, vision, life insurance, 401(k) plan, and paid holidays for this position. Candidates submitted via recruiter will not be considered.