Office Location: Hillsborough, NJ
Position Type: Full-Time
Position Description:
The Administrative Assistant plays a critical role in supporting the daily operations of a small civil engineering office. This position provides administrative, project, and billing support to engineers and project managers, serves as a primary point of contact for clients and outside agencies, and helps ensure that projects and office operations run efficiently. The role requires strong organizational skills, discretion, initiative, and the ability to manage multiple priorities in a fast-paced professional environment.
Key Responsibilities:
Administrative & Office Support
- Manage calendars, schedule meetings, and coordinate conference calls and municipal meetings
- Answer and direct incoming calls; greet clients and visitors professionally
- Prepare, format, and distribute correspondence, reports, proposals, and other documents
- Maintain organized digital and physical project files and records
- Coordinate office operations, including supplies, equipment, and general office needs
Project & Engineering Support
- Assist engineers and project managers with project documentation, submittals, and correspondence
- Track project deadlines, submissions, and review milestones
- Coordinate with municipalities, agencies, consultants, and clients as needed
- Support proposal preparation, contracts, insurance certificates, and related documents
Billing & Accounting Support
- Assist with timesheet tracking and job number administration
- Prepare and distribute invoices; track billing status and follow up as directed
- Support basic expense tracking and billing-related inquiries
- Maintain accuracy and confidentiality in all financial and project records
Required Skills & Qualification Skills:
- Strong organizational skills with excellent attention to detail
- Ability to manage multiple tasks and shifting priorities independently
- Professional written and verbal communication skills
- High level of discretion and confidentiality
- Proficiency with Microsoft Office (Outlook, Word, Excel)
- Ability to learn firm-specific software and systems
Qualifications:
- High school diploma required; additional education or administrative training preferred
- Prior administrative or office support experience required
- Experience in an engineering, construction, or professional services office is a plus
- Valid driver’s license may be required for occasional errands or meetings
Personal Qualities:
- Reliable, proactive, and self motivated
- Flexible and adaptable in a small office environment
- Comfortable working closely with senior engineers and management
- Strong follow through and problem solving mindset
- Professional demeanor when interacting with clients and public agencies
Work Environment:
- Office-based position in a professional civil engineering setting
- May require occasional work beyond standard business hours to meet deadlines
- Exposure to confidential business, project, and personnel information
About Carroll Engineering Corporation
For over 50 years, Carroll Engineering Corporation has been a respected leader in delivering innovative civil engineering, planning, and surveying services. Our expert team works on meaningful projects across the municipal, residential, commercial, and industrial sectors—designing infrastructure that shapes communities and enhances quality of life.
We value forward-thinking, collaboration, and real-world impact. If you’re passionate about problem-solving and precision, you’ll thrive in our supportive, team-oriented environment.
Perks and Benefits
We care about our employees and offer a comprehensive benefits package designed to support your professional and personal goals:
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Competitive salary with performance bonuses
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Comprehensive health, dental & vision insurance
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401(k) with company match
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Paid time off and holidays
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Flexible schedules & hybrid work options (position-dependent)
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Tuition reimbursement and professional development support
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Culture focused on growth, collaboration, and work-life balance
How to Apply
Ready to take the next step in your civil engineering career? Apply below or email your resume and cover letter to resume@carrollengineering.com.
Want to see more? Explore all open positions or visit our About Us page to learn more about our mission and values.
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