Engineering Administrative Assistant

Engineering Administrative Assistant

Location: Branchburg, NJ 08876
Job Type: Contract (W2) 100% On-Site
Duration: 1 year
Pay Rate: $38.50/hour
Reports to Project Engineering

About the Role:

We are seeking an organized, detail-oriented, and proactive Engineering Administrator to provide vital administrative, system, and operational support to our Project Engineering department. In this role, you will ensure the seamless execution of project deliverables, maintain precise data tracking within our systems, champion strict safety compliance, and foster effective cross-departmental coordination.

Key Responsibilities

Timesheet & Staff Augmentation Administration

• Serve as the Electronic Timesheet System (ETS) administrator, onboarding new employees and setting up projects within the system.
• Manage records and tracking for contract and augmented staff by coordinating hours, verifying entries, and resolving missing data.
• Review and approve augmented staff timesheets, partnering closely with requisitioners and managers.

Engineering & Project Support

• Provide day-to-day and ad-hoc administrative assistance to project managers.
• Coordinate tracking and gather approver lists for essential project documentation.
• Assist engineers with tracking Management of Change (MOC) processes, filing equipment schematics and P&IDs, and drafting project closeout reports.

Meeting & Communication Coordination

• Schedule and manage meetings, including bi-weekly recurring large-scale team gatherings like the Project Execution Staff Meeting.
• Handle daily communications for Executives and the Operations department as needed.

Safety Culture

• Champion our core culture of "Do It Safe, Do It Right the First Time" by actively participating in plant safety meetings and strictly adhering to site health and safety guidelines.

System, Data & Financial Administration

• Manage ERP/SAP entries and create Purchase Requisitions, following up with vendors as necessary.
• Process Requests for Approval of Expense Disbursements and collaborate with Accounts Payable to guarantee timely invoice payments.

Site Logistics & Access Control

• Oversee visitor and contractor logs.
• Prepare onboarding materials for new personnel (name tags, business cards, uniforms) and arrange accommodations for site visitors.

Qualifications & Requirements:

• Education: College graduate, Associate's, or Bachelor's degree in a technical, administrative, or business-related field.
• Experience: 2 to 5 years of administrative or project coordination experience, ideally within a specialty chemical, high-purity gas, or manufacturing environment.
• Technical Skills: Proficiency with ERP/SAP systems and advanced competency in Google Workspace and Microsoft Office (expert-level Excel/spreadsheet skills are a must).
• Core Competencies: Exceptional attention to detail, a service-oriented mindset, stellar written and verbal English communication skills, and a strong collaborative spirit.

ICON Consultants is an award-winning, woman-owned workforce solutions and staffing company based in Houston, Texas. Founded in 1998 by Pamela O'Rourke, the company provides comprehensive talent management, direct sourcing, contract staffing, payrolling (Employer of Record), and independent contractor compliance services across North America.