Engineering Administrative Assistant

Job Description

Job Description

CONCORD ENGINEERING GROUP, INC., a full-service MEP engineering, commissioning, construction management and energy consulting firm with offices in Voorhees, Linwood and New York City, is searching for an Engineering Administrative Assistant for our Commercial & Healthcare Department located in Voorhees, NJ.

The Engineering Administrative Assistant is responsible for providing document management and administrative support to Project Managers, the Department Head, senior management, and production staff to ensure the timely and efficient execution of projects. This role oversees the organization, tracking, review, distribution, and maintenance of project documentation while ensuring compliance with company standards, contractual requirements, and project schedules.

The Engineering Administrative Assistant manages project information using various software platforms, including Deltek Vision (Project & Resource Management), Egnyte, Newforma, and Procore, and serves as a key resource in maintaining accurate, organized, and accessible project records throughout the project lifecycle.

If you are looking for a fast-paced environment, have a passion for organization and are looking for the chance to learn and grow with a company, this is the perfect opportunity for you.

ESSENTIAL DUTIES & RESPONSIBILITIES

Document Control Duties

• 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.

General Administrative Duties

• Provide administrative support to the department, including coordinating meetings, managing calendars and department 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 and communicate messages promptly and professionally.
• Order, receive, and maintain office and department supplies as needed.
• Assist with special projects and perform other administrative duties as assigned.

REQUIREMENTS

• 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 (Word, Excel, and PowerPoint)
• Experience with document management and project management software, including Deltek Vision, Egnyte, Newforma, and Procore, is preferred.
• Ability to work independently while collaborating effectively with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive project information with discretion.

PREFERRED Computer Software Knowledge

• Deltek Vision or Vantagepoint
• Deltek Specpoint
• Procore ? Construction Management
• Trimble ? Construction Management
• Egnyte ? Info Exchange
• Engage Zone ? Project Management
• Newforma ? Info Exchange
• Adobe
• Bluebeam

MINIMUM Education & Experience

• Bachelor?s Degree (preferred)
• Five to ten years? administrative or technical software experience, preferably with an architectural, engineering or construction firm.

COMPENSATION

The salary range for this position is $60,000 to $75,000 with actual salary based on experience.

BENEFITS

• Competitive base salary and bonus potential
• Medical, dental, life, and short/long-term disability insurance
• Generous 401(k) match
• Generous vacation
• Generous Paid Time Off (PTO)
• Paid company holidays
• Summer hours half day Fridays
• Flexible hours
• Employee development and growth opportunities