Administrative Assistant / Construction Document Administrator

Ardurra Group, Inc.; Secaucus (NJ); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) matching

Paid time off

Job summary

Ardurra Group, Inc. seeks an Administrative Assistant / Construction Document Administrator in Secaucus, NJ to support municipal construction projects with contract documentation, document control, and project coordination.

Responsibilities include preparing reports, maintaining records, coordinating schedules, processing pay certificates, and assisting with financial workflows. Strong organization and communication are essential for success.

Qualifications

• High school diploma or equivalent required.
• 2–5 years of experience in administrative support, contract administration, document control, construction administration, project administration, or related field preferred.
• Experience in engineering, architecture, construction, or technical services environment preferred.
• Proficiency with Microsoft Office Suite including Outlook, Excel, Word, and PowerPoint.
• Strong organizational, time management, and multitasking skills with accuracy.
• Excellent written and verbal communication, proofreading, and document prep.
• Ability to work independently with competing priorities and maintain professional relationships.
• Experience with financial tracking, contract management, construction documentation, or GIS-related systems is a plus.

Responsibilities

• Provide general project support, including preparing reports, correspondence, meeting minutes, and other project documents.
• Coordinate meetings, schedules, calendars, inspections, correspondence, and document distribution.
• Manage contract and project documentation from initiation through completion, ensuring records are accurate, complete, and organized.
• Track project deliverables, submittals, approvals, deadlines, and compliance requirements.
• Prepare and verify pay certificates, change orders, submittal logs, meeting records, and related project documentation.
• Coordinate with project managers, engineers, inspectors, contractors, clients, and vendors to obtain required information, signatures, and approvals.
• Support purchase orders, invoices, payment approvals, and other financial processes.
• Review documents for accuracy, completeness, and consistency; identify discrepancies and coordinate corrections; interact with clients and customers.
• Manage the front desk and greet vendors, guests, and interviewees.
• Order office supplies and any other materials on an as needed basis.
• Assist in any other general administrative support as needed by the team including organizing office luncheons and other events.

Skills

Organization

Communication

Time management

Multitasking

Professional client interaction

Education

High school diploma or equivalent

2–5 years administrative experience

Experience in contract/document control

Tools

Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

Job description

Ardurra is seeking an Administrative Assistant / Construction Document Administrator to join our team in Secaucus, NJ.

Ardurra is a multidisciplinary civil engineering services firm providing broad-based solutions tailored to the specific needs of public and private sector clients. We leverage the depth of our professional and technical expertise, along with our integrated structure, to deliver practical and innovative solutions for our clients.

Primary Function:

The Administrative Assistant / Construction Document Administrator provides administrative, contract, document control, and project support for municipal construction projects. Responsibilities include maintaining project records, coordinating correspondence and schedules, tracking documentation and approvals, and supporting billing and financial processes.

The ideal candidate is organized, detail-oriented, and comfortable managing multiple projects and deadlines while communicating professionally with clients, contractors, engineers, inspectors, and internal teams.

Primary Duties:

• Provide general project support, including preparing reports, correspondence, meeting minutes, and other project documents
• Coordinate meetings, schedules, calendars, inspections, correspondence, and document distribution
• Manage contract and project documentation from initiation through completion, ensuring records are accurate, complete, and organized
• Track project deliverables, submittals, approvals, deadlines, and compliance requirements
• Prepare and verify pay certificates, change orders, submittal logs, meeting records, and related project documentation
• Coordinate with project managers, engineers, inspectors, contractors, clients, and vendors to obtain required information, signatures, and approvals
• Support purchase orders, invoices, payment approvals, and other financial processes
• Review documents for accuracy, completeness, and consistency; identify discrepancies and coordinate correctionsInteract with clients and customers
• Manage the front desk and greet vendors, guests, and interviewees
• Order office supplies and any other materials on an as needed basis
• Assist in any other general administrative support as needed by the team including organizing office luncheons and other events

Education and Experience Requirements:

• High school diploma or equivalent required
• 2-5 years of experience in administrative support, contract administration, document control, construction administration, project administration, or a related field preferred
• Experience in engineering, architecture, construction, or another technical services environment preferred
• Knowledge of office administration, contract documentation, records management, and project tracking
• Proficiency Microsoft Office Suite including Outlook, Excel, Word, and PowerPoint
• Strong organizational, time management, and multitasking skills while maintaining accuracy
• Excellent written and verbal communication skills, including proofreading and document preparation
• Ability to work independently, manage competing priorities, and maintain professional relationships with internal and external stakeholders
• Ability to handle confidential information with discretion
• Experience with financial tracking, contract management, construction documentation, or GIS-related systems is a plus
• Equivalent combinations of education and experience may be considered

Hourly Range: $25.00 - $35.00 per hour

Benefits: Medical, dental, vision, 401(k), Paid Time Off

Why Ardurra?

While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers. We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home.

Ardurra is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.