Administrative Assistant

We are looking for an Administrative Assistant to support inspection compliance operations for a contract position based in East Hanover, New Jersey. This role works closely with compliance leadership and serves as a central point of coordination for examiners, property representatives, contractors, and municipal contacts. The ideal candidate brings strong administrative judgment, accuracy in document handling, and the ability to keep multiple inspection-related tasks moving efficiently.

Responsibilities:

• Provide day-to-day administrative support to inspection compliance leadership while coordinating with field staff, building representatives, contractors, and local agencies.

• Review inspection records for accuracy, confirming key details such as inspection dates, contractor information, exemption status, and payment responsibility before final processing.

• Enter and update inspection-related information in internal systems and maintain organized, complete records for periodic and category-based activities.

• Prepare and process documentation through Navigator and verify that all materials are complete before distributing results to clients and contractors.

• Generate inspection invoices and help track billing-related information to support timely and accurate payment workflows.

• Monitor filing activity in relevant portals and systems to confirm inspections are submitted within required timeframes.

• Maintain consistent follow-up on outstanding administrative items and support compliance with agency requirements and reporting expectations.

Qualifications:

• Experience in administrative support, office coordination, data entry, or a similar business support role.
• Proficiency with Microsoft Excel, Outlook, and Teams or comparable virtual communication platforms.
• Strong attention to detail with the ability to review documents carefully and identify missing or incorrect information.
• Excellent organizational and time management skills, including the ability to balance multiple priorities effectively.
• Clear written and verbal communication skills for working with internal teams, clients, contractors, and agency contacts.
• Ability to work independently, take initiative, and quickly learn procedural requirements and department workflows.
• Familiarity with Salesforce is preferred.
• Exposure to public portal or violations-related systems is helpful but not required.

Compensation

$19.79-$22.91 Hourly

About Us

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