Engineering Administrative Assistant

Job Description

Job Description

Job Title: Engineering Administrative Assistant Location: Vorhees, New Jersey Type: Direct Hire Compensation: $60k- $75k Work Model: Onsite Position Overview Our client is seeking a highly organized and detail-oriented Engineering Administrative Assistant to support engineering project teams through document control, project coordination, and administrative support functions. The ideal candidate will have experience in an architectural, engineering, or construction environment and possess strong organizational, communication, and technical skills. Key Responsibilities Document Control

• Provide timely and accurate document control support for project teams, including processing submittals, Requests for Information (RFIs), change orders, specification formatting, project correspondence, and closeout documentation.
• Coordinate the review, approval, and distribution of project documents in accordance with established workflows, contractual requirements, and project schedules.
• Maintain and update internal and external distribution lists to ensure project documents are routed to the appropriate stakeholders throughout each phase of the review process.
• Apply document naming conventions, version control procedures, and filing standards to maintain document accuracy, traceability, and consistency.
• Monitor document status, track outstanding reviews and approvals, and follow up with project team members as needed to meet project deadlines.
• Organize and maintain electronic project files within Deltek Vision, Egnyte, Newforma, Procore, and other company systems to ensure complete and accessible project records.
• Assist with the preparation, organization, and distribution of project deliverables and construction administration documentation.

Administrative Support

• Provide administrative support to the engineering department, including coordinating meetings, managing calendars and schedules, arranging travel, and organizing Lunch & Learn events.
• Track professional development hours and Professional Engineer (P.E.) license renewal requirements for engineering staff.
• Answer and direct incoming telephone calls, taking and relaying messages in a professional and timely manner.
• Order, receive, and maintain office and departmental supplies.
• Assist with special projects and perform other administrative duties as assigned.

Qualifications Required Skills

• Excellent organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience with document management and project management software is preferred.
• Ability to work independently and collaborate effectively with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive information with discretion.

Preferred Software Experience

• Deltek Vision or Vantagepoint
• Deltek Specpoint
• Procore
• Trimble Construction Management
• Egnyte
• Engage Zone
• Newforma
• Adobe Acrobat
• Bluebeam

Education & Experience

• Bachelor's degree preferred.
• 5-10 years of administrative, document control, or technical software experience.
• Previous experience with an architectural, engineering, or construction (AEC) firm strongly preferred.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, life, and short/long-term disability insurance. Generous 401(k) match, vacation, PTO, paid holidays, summer hours, flexible hours, and employee development opportunities are also available. System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law. #M1 Ref: #562-Joule Staffing - Edison