Assistant Office Engineer

PACO Group•New Jersey, NJ

16h•$35 - $45•Hybrid

About The Position

We are seeking an Assistant Office Engineer to support construction management and contract administration activities for projects at the EWR AirTrain Replacement Program and other PANYNJ facilities. This role supports active capital improvement, rehabilitation, and tenant/alteration work in a highly regulated public-agency environment where construction activities must conform to Port Authority requirements for permits, insurance, safety, M/WBE participation, and facility coordination. The Assistant Office Engineer will work under the direction of the Engineer of Construction and senior Office Engineering staff and is required to maintain familiarity with contract documents, project procedures, Project Management Plans (PMPs), construction schedules, contractor work plans, and construction management processes. Responsibilities include assisting with preparation and/or review of payment applications, assisting with review of change orders and desk audits of contractor billings, and helping ensure proper documentation is received from contractors for all aspects of the contract. The Assistant Office Engineer will also assist with preparation of meeting minutes and general correspondence, scheduling meetings, monitoring contracts, updating financial logs, maintaining project records and project logs, and preparing monthly reports and project status updates. Additional responsibilities include assisting with verification that contractor reporting for M/WBE participation and certified payrolls are completed and compliant, coordinating processes across project leadership, field staff, contractors, consultants, and Port Authority stakeholders, and handling follow-up communications by phone and email.

Requirements

Bachelor’s degree in Civil Engineering, Construction Management, Engineering Technology, Architecture, Architectural Technology, Construction Technology, or a closely related field from an accredited college or university; or a combination of education and directly relevant experience sufficient to meet the position requirements.
Minimum three (3) years of relevant experience in construction management, office engineering, contract administration, project coordination, or project controls on public-agency, transportation, aviation, bridge/tunnel, vertical building, utility, or infrastructure projects.
Valid driver’s license and ability to travel to project sites in NY/NJ as required.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams), eBuilder or similar document management systems, and construction tracking/reporting tools.
Experience assisting with submittals, RFIs, change orders, payment applications, schedules, meeting minutes, contractor correspondence, and closeout documentation.
Working knowledge of construction contract administration, document control, project record management, and project coordination procedures.
Strong interpersonal, written, and verbal communication skills with the ability to interface effectively with project staff, contractors, consultants, agency representatives, and project leadership.
Strong organizational and coordination skills with the ability to manage multiple assignments and follow up on pending items in a fast-paced construction environment.
Ability to review and organize construction documentation, logs, correspondence, submittals, and contract records accurately and efficiently.
Ability to work collaboratively with Office Engineers, resident engineering staff, project managers, inspectors, and Port Authority stakeholders.

Nice To Haves

PANYNJ experience preferred.
Experience supporting aviation, rail/transit, terminal, bridge/tunnel, marine terminal, or public-agency capital projects preferred.
Familiarity with Port Authority procedures, tenant alteration/facility coordination processes, or similar owner-agency construction processes preferred.
OSHA 30-Hour Construction Safety preferred.
ACI, NICET, CCM, PMP, or Primavera P6 training/certification are preferred but not required, depending on project scope.
Experience with Primavera P6, Procore, e-Builder, or similar construction management systems.
Familiarity with M/WBE compliance tracking, certified payroll review, and public-owner documentation requirements.
Associate-level certification or training in document control, project management, scheduling, or construction administration.
Ability to read and interpret plans, specifications, shop drawings, schedules, and contract documents.

Responsibilities

Assist the Engineer of Construction, Office Engineers, project managers, and resident engineers with contract administration activities for active construction contracts, ensuring compliance with contract terms, agency requirements, and project procedures.
Assist with issuance and management of task orders issued on behalf of the Port Authority of New York & New Jersey.
Maintain familiarity with plans, specifications, construction schedules, contractor work plans, Project Management Plans (PMPs), and applicable safety requirements associated with assigned contracts.
Assist with review, processing, and tracking of contractor and subcontractor payment applications, invoices, T&M tickets, timesheets, overtime documentation, and desk audits of contractor billings, ensuring accuracy and proper supporting documentation prior to approval.
Assist with preparation, review, and maintenance of logs for change orders, contract modifications, time extensions, overruns/underruns, pending items, claims, RFIs, contractor correspondence, and other project records.
Assist with preparation of change orders, contract modifications, and supporting documentation associated with contract administration activities.
Assist in monitoring contract compliance, including review of contractor-submitted certified payrolls, M/WBE participation reports, insurance certificates, contractor licenses, permits, and related documentation to help ensure contractual obligations are met.
Develop, update, and maintain project logs and submittal logs associated with contractor contracts and project documentation.
Review and distribute contractor shop drawings, working drawings, material samples, and related submittals to appropriate project personnel, returning submittals with comments and approval status as directed.
Assist with dissemination of project and submittal information to field staff and project stakeholders as required.
Update and maintain financial tracking logs, contract status reports, project databases, and eBuilder records throughout the life of the contract.
Verify technical documents submitted for PANYNJ project records, including as-built drawings, plans, schematics, and related contractor documentation.
Coordinate collection of daily inspection reports from field inspectors and assist with reconciliation of contractor-reported lost time and related documentation.
Assist with collection and organization of contract data and supporting documentation associated with contract changes, claims, schedule impacts, and related project issues.
Prepare and distribute meeting minutes, general correspondence, and written communications on behalf of the project team.
Assist with scheduling and coordination of meetings, follow-up calls, and appointments to support contract administration workflows.
Assist with monthly reporting, progress updates, schedule reviews, staffing updates, and presentations to project leadership and Port Authority stakeholders.
Support the project team during pre-construction, construction, and closeout phases, including assembly of contract closeout packages and final documentation.
Coordinate communication and processes among contractors, subcontractors, consultants, Office Engineers, resident engineering staff, and Port Authority stakeholders to support timely resolution of contract-related issues.
Perform other project-related duties as assigned by PANYNJ Task Management and project leadership staff.