Assistant Project Coordinator/Administrative Assistant
About The Position
Van Cleef Engineering Associates, LLC (Van Cleef) is a dynamic, multi‐disciplined consulting civil engineering firm of Engineers, Certified Inspectors, Landscape Architects, Planners and Land Surveyors. With offices in New Jersey and Pennsylvania, we provide expertise in all of the major areas of civil engineering, municipal engineering, municipal planning, and land surveying. Van Cleef is proud to have been recognized in PA and NJ as a “Best Place to Work” for 2025 - another great reason to choose to work with Van Cleef! We are currently seeking an Assistant Project Coordinator/Administrative Assistant to join our team in Hillsborough, NJ. In this role, you will have the opportunity to partner closely with our technical and administrative teams to provide the support necessary to drive operational success. This position is full time, 5 days per week on-site.
Requirements
- High school diploma required; Associate or Bachelor's degree preferred.
- Minimum of 3+ years of administrative support experience, preferably in a professional engineering or construction consulting firm.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and PDF software (Adobe Acrobat or Nitro).
- Strong organizational and time management skills, with high attention to detail.
- Excellent written and verbal communication skills, with a professional and customer service-oriented demeanor.
- Ability to work independently and collaboratively in a fast-paced environment.
- Strong data management and interpersonal skills.
Nice To Haves
- Familiarity with engineering terminology or industry experience is highly desirable.
Responsibilities
- Prepare and submit application forms, track project progress, and provide status updates for reviews and approvals from local, County, and State agencies
- Perform online and in-person research for the engineering and survey departments (e.g., property information, deeds, and maps)
- Communicate with private clients and various government agencies to facilitate project progress and resolve inquiries
- Prepare, edit, and manage written communications, including responses to agency reviews, memos, emails, proposals, reports, meeting minutes, and instructional documents
- Support proposal development and finalization for new and ongoing projects
- Coordinate and maintain client project files, databases, and electronic/physical filing systems
- Upload and organize documents for shared drives and agency submissions
- Reproduce plans and reports, including copying, binding, and preparing for submission
- Prepare and maintain new client system files and database records
- Scan, review, index, and archive physical documents to support paperless documentation efforts; ensure clarity and legibility of digital files
- Adhere to company document management procedures and assist in internal document retention and archival projects
- Schedule appointments, maintain calendars, answer phones, greet visitors and assist with general office administration as needed
- Prepare packages for mailing and deliver to mail drop-off locations as needed
- Occasionally deliver documents to township, County, and State Government agencies
Benefits
- Medical/Rx Insurance
- Dental Insurance
- Vision Insurance
- Traditional and Roth 401(k) retirement savings plan with company match
- Paid holidays, vacation and sick days
- Company-paid Life insurance
- Company-paid Long-Term Disability insurance
- Tuition reimbursement program (postgraduate)
- Professional Licensing reimbursement
- Gym membership reimbursement
- Flexible Spending Account (FSA)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
101-250 employees
