Engineering Administrative Assistant - Onsite Support

Van Cleef Engineering Associates Llc; Freehold (NJ); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

Medical/Rx Insurance

Vision Insurance

401(k) with company match

Paid holidays, vacation and sick days

Life Insurance

Long-Term Disability

Licensing reimbursement

Gym membership reimbursement

Flexible Spending Account

Job summary

Van Cleef Engineering Associates, LLC invites applications for an Administrative Assistant to join our Freehold, NJ office. This full-time, on-site role partners with our technical and administrative teams to keep operations running smoothly, from mail handling to document management.

The ideal candidate has a high school diploma (Assoc/Bachelor preferred), 3+ years of admin experience in engineering or construction, strong MS Office and PDF tools, and excellent communication.

Qualifications

• High school diploma required; Associate or Bachelor's degree preferred.
• Minimum 3+ years of administrative support experience, preferably in engineering or construction.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and PDF software (Bluebeam, Nitro).
• Strong organizational and time management skills with high attention to detail.
• Excellent written and verbal communication skills and customer-service demeanor.
• Ability to work independently and collaboratively in a fast-paced environment.
• Dependable and team-oriented; fosters a positive workplace culture.
• Familiarity with engineering terminology or industry experience is highly desirable.
• Strong data management and interpersonal skills.

Responsibilities

• Serve as the first point of contact for the office by answering local and corporate phone lines, greeting visitors, and providing professional, courteous assistance
• Receive, sort, and distribute incoming mail; prepare outgoing correspondence and packages and deliver items to mail or shipping locations as needed
• Order office supplies, monitor inventory, and assist with coordinating office meetings and events
• Prepare, format, and distribute routine correspondence and documents, including emails, memos, invoices, and reports
• Maintain organized electronic and physical filing systems; scan, index, and archive records while ensuring digital documents are complete, clear, and legible
• Support Corporate Human Resources with local new-hire onboarding and serve as the office liaison for routine corporate administrative matters
• Support Marketing in the printing and assembly of proposals and various marketing materials
• Maintain confidential personnel records with discretion and accuracy
• Manage calendars, schedule appointments, and coordinate meetings
• Provide administrative support to the Branch Manager and Project Managers, including assistance with project billing and proposal coordination
• Prepare, edit, and format project-related correspondence and documents, including agency review responses, proposals, reports, meeting minutes, and instructional materials
• Create and maintain client and project files, database records, and shared-drive folders in accordance with company document-management procedures
• Upload, organize, and archive project documents for internal records and agency submissions
• Reproduce and assemble plans and reports, including copying, binding, and preparing materials for submission
• Occasionally deliver documents to municipal, county, and state agencies
• Provide general administrative and office support to staff as needed

Skills

Office suite proficiency

Time management

Communication skills

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

Microsoft Office Suite

Bluebeam

Nitro

Job description

Van Cleef Engineering Associates, LLC invites applications for an Administrative Assistant to join our Freehold, NJ office. This full-time, on-site role partners with our technical and administrative teams to keep operations running smoothly, from mail handling to document management.

The ideal candidate has a high school diploma (Assoc/Bachelor preferred), 3+ years of admin experience in engineering or construction, strong MS Office and PDF tools, and excellent communication.