Inspection Assistant

VDA Inc.; Bayonne (NJ); On-site; USD 38,000 - 58,000; Full time

Job summary

VDA Inc. is seeking an Inspection Assistant to provide comprehensive administrative support within our inspection agency. The role acts as a backbone of inspections operations, liaising between field inspectors, property owners, and municipality officials.

The ideal candidate will display strong communication and organizational skills, meticulous attention to detail, and the ability to resolve customer inquiries to keep operations running smoothly.

Qualifications

• Education: High School Diploma or GED required; Associate's degree or vocational training in office administration is a plus.
• Experience: 1–3 years in administrative or clerical duties; customer service a plus.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with data management software or permit tracking platforms.
• Key Skills: Strong oral and written English, exceptional communication, multitasking, typing, and attention to detail.

Responsibilities

• Data Entry & Records Management: Input field inspection notes and violations; maintain compliance files.
• Report Generation: Compile inspection reports and related documentation for owners, management, municipality, and office.
• Customer Support & Communications: Answer calls and emails; respond to questions about inspection reports, violations, and documents.
• General Clerical Support: Assist with office tasks and responsibilities to keep operations running smoothly.

Skills

Data Entry

Records Management

Report Generation

Customer Support

General Clerical Work

Communication

Multitasking

Typing

Attention to Detail

English Proficiency

Education

High School Diploma or GED

Associate's degree or vocational training in office administration

Tools

MS Office

Data Management Software

Permit Tracking Platforms

Job description

The Inspection Assistant provides comprehensive administrative support within the inspection agency. This role serves as the backbone of our inspections operations as primary liaison between field inspectors, property owners, and municipality officials. The ideal candidate uses strong communication and organizational skills, is diligent in detail and quality of work. resolves customer inquiries to keep operations running seamlessly.

Key Responsibilities & Duties

• Data Entry & Records Management: Input field inspection notes, violations into the agency’s elevator management systems. Maintain up-to-date physical and digital compliance files.
• Report Generation: Compile inspection reports, violation notices, and related documentation for owner or management agent, municipality and agency office.
• Customer Support & Communications: Answer incoming phone calls and emails from property owners, municipality officials, and the public. Answer general questions regarding processed inspection reports, violations and document related questions.
• General Clerical Support: Provide excellent support by responding promptly and effectively to designated office tasks and responsibilities.

Key Qualifications

Category Requirement

Education High School Diploma or GED required. An Associate's degree or vocational training in office administration is a plus.

Experience 1–3 years of experience in administrative or clerical office duties, with customer service is a plus. Effective use of multi-line phone systems demonstrating professional phone etiquette

Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with data management software or permit tracking platforms.

Key Skills: Strong oral and written English language skills. Exceptional communication, multitasking, strong typing skills, and strict attention to detail.