Administrative Assistant

We are looking for a highly organized Administrative Assistant to support inspection compliance operations in Whippany, New Jersey. This Long-term Contract position works closely with compliance leadership and serves as a key point of coordination for field staff, property representatives, contractors, and municipal contacts. The role focuses on maintaining accurate records, processing inspection-related documentation, and helping ensure timely communication and billing throughout the inspection workflow.

Responsibilities:

• Support the Inspection Compliance Director and Supervisor with daily administrative coordination and documentation activities.

• Review inspection records for accuracy, including service dates, contractor details, exemption status, and payment responsibility before entries are finalized.

• Process inspection documents and related paperwork through internal workflow systems such as Navigator.

• Confirm that completed files are accurate and complete before distributing inspection results to clients and contractors.

• Prepare and issue invoices connected to inspection activity in a timely manner.

• Monitor relevant tracking systems and public records portals to help ensure inspection filings are submitted and updated on schedule.

• Communicate professionally with field examiners, building management teams, contractors, and Department of Buildings representatives to resolve questions and obtain missing information.

• Assist with data entry, inbound office communications, and general front-office administrative support as needed.

Qualifications:

• Proficiency with Microsoft Excel, Outlook, and Teams or similar virtual collaboration platforms.
• Prior experience in administrative support, office coordination, data entry, or receptionist-related responsibilities.
• Strong attention to detail with the ability to verify information accurately and consistently.
• Effective organizational and time management skills in a fast-paced environment with multiple deadlines.
• Ability to work independently, stay proactive, and quickly learn agency requirements and internal procedures.
• Detail-focused written and verbal communication skills for working with internal teams and external contacts.
• Familiarity with Salesforce is preferred.
• Exposure to public portal, violations, or related compliance tracking systems is helpful but not required.

Compensation

$23.75-$27.50 Hourly

About Us

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