Administrative Assistant

Administrative Assistant

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.

We are currently seeking an Administrative Assistant to join our team in Freehold, 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 is a full-time, on-site position.

Key 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

Qualifications

• 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 (Bluebeam, Nitro, etc.)
• Strong organizational and time management skills, with high attention to quality and 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
• Dependable and team-oriented; fosters a positive and productive workplace culture
• Familiarity with engineering terminology or industry experience is highly desirable
• Strong data management and interpersonal skills

What We Offer

We are committed to creating a personal and professional environment where we can build and focus on helping communities through teamwork and support. Our local offices provide our employees with opportunities for professional development and growth, including our Young Professionals Group, a flexible working environment, and times to celebrate our accomplishments together. Van Cleef provides a fun, flexible, and challenging environment and embraces the core values of integrity, quality, accountability, ownership, and work life balance to guide our decisions and empower employees.

• 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)

Compensation

Van Cleef Engineering Associates is committed to pay transparency and equitable compensation practices in compliance with applicable laws, including the New Jersey Equal Pay Act. The estimated salary range for this position will fall between $23 - $28 per hour. The starting salary offered is contingent upon a variety of factors including the candidates experience/skillset, educational qualifications, and professional certifications, as well as internal pay equity and geographic location.

Additional Information

Van Cleef is a proud Equal Opportunity Employer (EOE). We celebrate diversity and are committed to creating an inclusive environment for all employees. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability or veteran status.

This position is not eligible for H1-B or any other visa sponsorship.

We thank all applicants; however, only shortlisted candidates will be contacted.

Van Cleef Engineering Associates