Administrative Assistant (NJ) Part-Time

Carroll Engineering Corporation; Hillsborough Township (NJ); On-site; USD 28,000 - 39,000; Part time

Benefits offered by this job

Competitive salary

Performance bonuses

Health insurance

401(k)

Paid time off

Hybrid work options

Tuition reimbursement

Professional development

Job summary

Carroll Engineering Corporation seeks an Administrative Assistant to support daily operations in our Hillsborough, NJ office. This part-time role provides administrative, project, and billing support to engineers and project managers, acting as the front-line contact for clients and agencies.

You will manage calendars, prepare documents, help with invoices and billing, and assist with project documentation and submittals.

Qualifications

• High school diploma required; additional education or administrative training preferred.
• Prior administrative or office support experience required.
• Experience in an engineering, construction, or professional services office is a plus.
• Valid driver’s license may be required for occasional errands or meetings.

Responsibilities

• Administrative & Office Support: Manage calendars, schedule meetings, coordinate calls and municipal meetings; greet clients and visitors; prepare and distribute documents; maintain project files; coordinate office supplies and needs.

Skills

Organizational skills

Multitasking

Professional communication

Discretion & confidentiality

MS Office

Learning firm-specific software

Education

High school diploma

Administrative training preferred

Tools

Microsoft Office

Job description

Office Location: Hillsborough, NJ
Position Type: Part-Time

Position Description:

The Administrative Assistant plays a critical role in supporting the daily operations of a small civil engineering office. This position provides administrative, project, and billing support to engineers and project managers, serves as a primary point of contact for clients and outside agencies, and helps ensure that projects and office operations run efficiently. The role requires strong organizational skills, discretion, initiative, and the ability to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities:

Administrative & Office Support

• Manage calendars, schedule meetings, and coordinate conference calls and municipal meetings
• Answer and direct incoming calls; greet clients and visitors professionally
• Prepare, format, and distribute correspondence, reports, proposals, and other documents
• Maintain organized digital and physical project files and records
• Coordinate office operations, including supplies, equipment, and general office needs

Project & Engineering Support

• Assist engineers and project managers with project documentation, submittals, and correspondence
• Track project deadlines, submissions, and review milestones
• Coordinate with municipalities, agencies, consultants, and clients as needed
• Support proposal preparation, contracts, insurance certificates, and related documents

Billing & Accounting Support

• Assist with timesheet tracking and job number administration
• Prepare and distribute invoices; track billing status and follow up as directed
• Support basic expense tracking and billing-related inquiries
• Maintain accuracy and confidentiality in all financial and project records

Required Skills & Qualification Skills:

• Strong organizational skills with excellent attention to detail
• Ability to manage multiple tasks and shifting priorities independently
• Professional written and verbal communication skills
• High level of discretion and confidentiality
• Proficiency with Microsoft Office (Outlook, Word, Excel)
• Ability to learn firm-specific software and systems

Qualifications:

• High school diploma required; additional education or administrative training preferred
• Prior administrative or office support experience required
• Experience in an engineering, construction, or professional services office is a plus
• Valid driver’s license may be required for occasional errands or meetings

Personal Qualities:

• Reliable, proactive, and self motivated
• Flexible and adaptable in a small office environment
• Comfortable working closely with senior engineers and management
• Strong follow through and problem solving mindset
• Professional demeanor when interacting with clients and public agencies

Work Environment:

• Office-based position in a professional civil engineering setting
• May require occasional work beyond standard business hours to meet deadlines
• Exposure to confidential business, project, and personnel information

About Carroll Engineering Corporation

For over 50 years, Carroll Engineering Corporation has been a respected leader in delivering innovative civil engineering, planning, and surveying services. Our expert team works on meaningful projects across the municipal, residential, commercial, and industrial sectors—designing infrastructure that shapes communities and enhances quality of life.

We value forward-thinking, collaboration, and real-world impact. If you’re passionate about problem-solving and precision, you’ll thrive in our supportive, team-oriented environment.

Perks and Benefits

We care about our employees and offer a comprehensive benefits package designed to support your professional and personal goals:

• Competitive salary with performance bonuses
• Comprehensive health, dental & vision insurance
• 401(k) with company match
• Paid time off and holidays
• Flexible schedules & hybrid work options (position-dependent)
• Tuition reimbursement and professional development support
• Culture focused on growth, collaboration, and work-life balance