Administrative Assistant - Land Surveying Department

DeKalb Health; Morris Plains (NJ); On-site; USD 52,000 - 58,000; Part time

Benefits offered by this job

401(k) plan

ESOP

Medical/dental/vision

Paid time off

Job summary

Greenman-Pedersen, Inc. (GPI) is seeking an Administrative Assistant to support the Survey Team in Morris Plains, NJ, with additional duties in finance and administration.

The role offers both part-time and full-time options, 30–40 hours weekly, and requires strong organizational skills and excellent communication in English. The successful candidate will manage files, correspondence, proposals, and project databases, while coordinating travel, training, and insurance documentation for the

Qualifications

• Reads, writes, and understands plans/directions in English.
• Proficiency with Microsoft Word and Excel; strong Outlook/Teams usage.
• Strong organizational, detail-oriented, and follow-through abilities.

Responsibilities

• Maintain Departmental Files (hard copy and electronic).
• Answer Phones and direct calls.
• Filing of Paper Drawings and Project Folders.
• Prepare and Transmit Correspondence and Proposals for Survey Team.
• Prepare Surveying Qualifications for Farmland Preservation/Green Acres for county and municipal clients.
• Order Office Supplies and maintain kitchen stock.
• Prepare, Open, and Distribute Mail.
• Maintain Proposal/List Databases and Project Lists.
• Log-In/Scan/Set Up New Municipal Jobs in VantagePoint.
• Create New Job Jackets/Billing Files as Needed.
• Maintain Training List/Expiration Dates and Upload to VantagePoint.
• Schedule Field Crew Training and OSHA Physical.
• Make Travel Arrangements for Out-of-State Surveying.
• Request Certificates of Insurance and Maintain Database.

Skills

Microsoft Office

Adobe

Organizational skills

Tools

SharePoint

Microsoft Teams

Outlook

Job description

• Location 301 Gibraltar Drive, Suite 2A,Morris Plains, NJ, 07950,United States
• Base Pay $52,000.00 - $58,250.00 / Year
• Job Category Administration

GPI is seeking a detail-oriented and highly organized Administrative Assistant for a part-time (minimum 30 hours per week) or full-time (40 hours per week) position to provide administrative and operational support to our Survey Team, as well as additional responsibilities in support of both the finance and administration departments in our Morris Plains, NJ office.

The successful candidate will be comfortable working in a fast-paced, team-oriented environment, while also demonstrating the ability to work independently, prioritize multiple tasks, and meet deadlines. This position plays an important role in supporting the Survey Team's day-to-day activities and ensuring the office's efficient, smooth operation.

GPI is a multi-discipline engineering firm providing planning, design, and construction services for transportation infrastructure and building system projects throughout the United States for over 50 years. Ranked in the Top 100 Firms by Engineering News Record, GPI is a forward-thinking, innovative firm with a culture committed to excellence and fosters staff empowerment. For more information, visit: www.gpinet.com

Responsibilities

• Maintain Departmental Files (files correspondence and other records/documentation both hard copy and electronic)
• Answer Phones and direct calls accordingly
• Filing of Paper Drawings in Flat Files and Filing of Project Folders
• Prepare and Transmit Correspondence and Proposals for Survey Team.
• Prepare Surveying Qualifications for Farmland Preservation/Green Acres for county and municipal clients
• Order Coffee, Copy Paper, Office Supplies, Safety Supplies, Surveying Supplies
• Maintain Stock of Kitchen Paper Products
• Prepare, Open, and Distribute Mail
• Maintain Proposal List and Project List Databases
• Log-In, Scan, and Set Up New Municipal Jobs in VantagePoint
• Create New Job Jackets/Billing Files as Needed
• Maintain Training List / Expiration Dates and Upload to VantagePoint
• Schedule Field Crew Training as Needed
• Schedule Yearly OSHA Physical
• Make Travel Arrangements as Needed for Out-of-State Surveying
• Request Certificates of Insurance and Maintain Database
• Maintain Service Records, Insurance, and Registrations for Fleet Vehicles
• Maintain Master Service Agreements (MSAs)
• Support other departments by performing a variety of administrative duties and special projects as assigned

Qualifications

• Must be a self-starter, eager to learn, and work well with all levels of employees. Other qualifications include:
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.) and Adobe
• Must be an articulate professional with superior organizational skills, attention to detail, and consistent follow-through skills
• Ability to meet deadlines, prioritize tasks, and work well under pressure
• Must be willing to cross-train with other administrative personnel and technical staff in order to maintain balance in the workload
• Ability to work independently

Requirements

• Read, write, and understand plans and directions given in the English language
• Basic computer skills with the ability to create and edit Microsoft Word and Excel documents, create Outlook emails and utilize SharePoint and Microsoft Teams to communicate with other team members

Summary

GPI offers excellent benefits, including a 401(k) plan, ESOP, medical/dental/vision plans, paid time off, and more. GPI is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, or protected veteran status. D/V

Work Authorization

In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one that is subject to U.S. law). Verification of employment eligibility will be required at the time of hire. Visa sponsorship is typically not available for entry-level positions. GPI participates in E-Verify. Know your Right to Work.

Email Communications

Thank you for your interest in Greenman-Pedersen, Inc. (GPI). By applying, you may receive periodic email notifications about career opportunities. These communications are designed to keep you informed of new and exciting openings across our organization. You can opt out of these notifications at any time.