Engineering Administrative Assistant

Synectics Inc.; Voorhees Township (NJ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Disability insurance

401(k) match

Paid vacation

PTO

Paid holidays

Summer hours

Flexible hours

Career growth

Job summary

Synectics Inc. is seeking an organized Engineering Administrative Assistant in Voorhees Township, NJ to provide document management and administrative support to project teams, management, and production staff.

Responsibilities include reviewing and distributing project documents, maintaining filing systems, coordinating meetings, and supporting travel and events. The role requires 5–10 years of admin/tech software experience, strong communication, and proficiency in MS Office.

Qualifications

• 5 to 10 years of administrative or technical software experience, preferably with an architectural, engineering, or construction firm.
• Excellent organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience with document management and project management software preferred.
• Ability to work independently while collaborating effectively with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive project information with discretion.
• Bachelor's Degree preferred.

Responsibilities

• Provide document control support for project teams, including submittals, RFIs, change orders, specification formatting, project correspondence, and closeout documentation.
• Coordinate the review, approval, and distribution of project documents according to established workflows, contractual requirements, and project schedules.
• Maintain and update internal and external distribution lists.
• Apply document naming conventions, version control procedures, and filing standards.
• Monitor document status, track outstanding reviews and approvals, and follow up with project team members.
• Organize and maintain electronic project files within Deltek Vision, Egnyte, Newforma, Procore, and other company systems.
• Assist with preparation, organization, and distribution of project deliverables and construction administration documentation.
• Coordinate meetings, calendars, department schedules, travel, and Lunch & Learn events.
• Track professional development hours and P.E. license renewal requirements.
• Answer and direct incoming telephone calls and communicate messages promptly and professionally.
• Order, receive, and maintain office and department supplies.
• Assist with special projects and other administrative duties as assigned.

Skills

Organization

Time management

Communication

Multitasking

Detail-oriented

Education

Bachelor's Degree in a relevant field

Tools

Microsoft Office

Deltek Vision

Egnyte

Newforma

Procore

Job description

Seeking an organized and detail-oriented Engineering Administrative Assistant to provide document management and administrative support to project teams, management, and production staff.

Roles & Responsibilities

• Provide document control support for project teams, including submittals, RFIs, change orders, specification formatting, project correspondence, and closeout documentation.
• Coordinate the review, approval, and distribution of project documents according to established workflows, contractual requirements, and project schedules.
• Maintain and update internal and external distribution lists.
• Apply document naming conventions, version control procedures, and filing standards.
• Monitor document status, track outstanding reviews and approvals, and follow up with project team members.
• Organize and maintain electronic project files within Deltek Vision, Egnyte, Newforma, Procore, and other company systems.
• Assist with preparation, organization, and distribution of project deliverables and construction administration documentation.
• Coordinate meetings, calendars, department schedules, travel, and Lunch & Learn events.
• Track professional development hours and P.E. license renewal requirements.
• Answer and direct incoming telephone calls and communicate messages promptly and professionally.
• Order, receive, and maintain office and department supplies.
• Assist with special projects and other administrative duties as assigned.

Requirements

• 5 to 10 years of administrative or technical software experience, preferably with an architectural, engineering, or construction firm.
• Excellent organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience with document management and project management software preferred.
• Ability to work independently while collaborating effectively with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive project information with discretion.
• Bachelor's Degree preferred.

Benefits

• Competitive base salary and bonus potential
• Medical, dental, life, and short/long-term disability insurance
• Generous 401(k) match
• Generous vacation
• Generous Paid Time Off (PTO)
• Paid company holidays
• Summer hours with half-day Fridays
• Flexible hours
• Employee development and growth opportunities