Inspection Assistant

VDA; Bayonne (NJ); On-site; USD 36,000 - 60,000; Full time

Job summary

VDA is seeking an Inspection Assistant to provide comprehensive administrative support within the inspection agency in New Jersey. This role acts as a backbone for inspections operations, serving as the liaison between field inspectors, property owners, and municipality officials.

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

Qualifications

• Education: High School Diploma or GED; an associate degree is a plus.
• 1–3 years in administrative or clerical duties, customer service a plus.
• Proficiency with Microsoft Office Suite and data management software.

Responsibilities

• Data Entry & Records Management: Input field inspection notes, violations into the agency’s systems and maintain files.
• Report Generation: Compile inspection reports and related documentation for owners, managers and officials.
• Customer Support & Communications: Answer calls and emails from owners and officials; respond to inquiries.
• General Clerical Support: Handle office tasks with prompt, precise execution.

Skills

English proficiency

Communication skills

Multitasking

Typing skills

Attention to detail

Microsoft Office

Education

High School Diploma or GED

Associate degree or vocational training in office administration

Tools

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.