What are the responsibilities and job description for the Administrative Assistant - Land Surveying Department position at GPI / Greenman-Pedersen, Inc.?
GPI is seeking a highly organized and detail-oriented Administrative Assistant to join our Morris Plains, NJ office. This opportunity is available as either a part-time position (minimum 30 hours per week) or a full-time position (40 hours per week). In this role, you will provide administrative and operational support to our Survey Team while assisting the finance and administration departments with a variety of office functions.
The ideal candidate thrives in a fast-paced, team-oriented environment and can effectively manage multiple priorities while working independently. This position is essential to maintaining efficient office operations and supporting the day-to-day success of our survey professionals.
GPI is a nationally recognized, employee-focused engineering firm celebrating more than 60 years of excellence in transportation infrastructure, building systems, and construction services. Ranked among ENR's Top 100 Firms, GPI offers a collaborative culture that promotes innovation, professional growth, and employee empowerment.
Responsibilities
- Maintain project files, records, and documentation in both electronic and hard-copy formats.
- Answer and direct incoming phone calls.
- Prepare, process, and distribute correspondence, proposals, and mail.
- Maintain proposal and project tracking databases.
- Set up new projects and administrative records in Vantagepoint.
- Coordinate training schedules, certifications, OSHA physicals, and staff travel arrangements.
- Manage office, surveying, and safety supply inventories.
- Request and track certificates of insurance, MSAs, fleet records, registrations, and service documentation.
- Support special projects and provide administrative assistance across multiple departments.
Qualifications
- Self-motivated professional with excellent organizational and time-management skills.
- Proficiency with Microsoft Office Suite and Adobe applications.
- Strong attention to detail, communication, and follow-through abilities.
- Ability to prioritize competing deadlines and work effectively under pressure.
- Willingness to cross-train and collaborate with administrative and technical staff.
- Capable of working independently while contributing to a team environment.