Administrative Assistant / Construction Document Administrator

Ardurra is seeking an Administrative Assistant / Construction Document Administrator to join our team in Secaucus, NJ.

Ardurra is a multidisciplinary civil engineering services firm providing broad-based solutions tailored to the specific needs of public and private sector clients. We leverage the depth of our professional and technical expertise, along with our integrated structure, to deliver practical and innovative solutions for our clients.

Primary Function:

The Administrative Assistant / Construction Document Administrator provides administrative, contract, document control, and project support for municipal construction projects. Responsibilities include maintaining project records, coordinating correspondence and schedules, tracking documentation and approvals, and supporting billing and financial processes.

The ideal candidate is organized, detail-oriented, and comfortable managing multiple projects and deadlines while communicating professionally with clients, contractors, engineers, inspectors, and internal teams.

Primary Duties:

• Provide general project support, including preparing reports, correspondence, meeting minutes, and other project documents

• Coordinate meetings, schedules, calendars, inspections, correspondence, and document distribution

• Manage contract and project documentation from initiation through completion, ensuring records are accurate, complete, and organized

• Track project deliverables, submittals, approvals, deadlines, and compliance requirements

• Prepare and verify pay certificates, change orders, submittal logs, meeting records, and related project documentation

• Coordinate with project managers, engineers, inspectors, contractors, clients, and vendors to obtain required information, signatures, and approvals

• Support purchase orders, invoices, payment approvals, and other financial processes

• Review documents for accuracy, completeness, and consistency; identify discrepancies and coordinate corrections

• Interact with clients and customers

• Manage the front desk and greet vendors, guests, and interviewees

• Order office supplies and any other materials on an as needed basis

• Assist in any other general administrative support as needed by the team including organizing office luncheons and other events

Education and Experience Requirements:

• High school diploma or equivalent required

• 2-5 years of experience in administrative support, contract administration, document control, construction administration, project administration, or a related field preferred

• Experience in engineering, architecture, construction, or another technical services environment preferred

• Knowledge of office administration, contract documentation, records management, and project tracking

• Proficiency Microsoft Office Suite including Outlook, Excel, Word, and PowerPoint

• Strong organizational, time management, and multitasking skills while maintaining accuracy

• Excellent written and verbal communication skills, including proofreading and document preparation

• Ability to work independently, manage competing priorities, and maintain professional relationships with internal and external stakeholders

• Ability to handle confidential information with discretion

• Experience with financial tracking, contract management, construction documentation, or GIS-related systems is a plus

• Equivalent combinations of education and experience may be considered

Hourly Range: $25.00 - $35.00 per hour

Benefits: Medical, dental, vision, 401(k), Paid Time Off

Why Ardurra?

While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers. We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home.

Ardurra is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.

NOTICE TO THIRD PARTY AGENCIES:

Ardurra does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Agency Agreement, Ardurra will not consider or agree to payment of any referral compensation or recruiter fee. If a resume or candidate is submitted to any hiring manager without a previously signed agreement, Ardurra reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. These candidates will be considered property of Ardurra. We’re not currently looking to add any more agencies to our list of approved vendors, so please do not contact any of our managers or recruitment team with sales calls or details of your candidates.

#LI-HM1