Assistant Project Coordinator/Administrative Assistant

Van Cleef Engineering Associates, LLC (Van Cleef) is a dynamic, multi‐disciplined consulting civil engineering firm of Engineers, Certified Inspectors, Landscape Architects, Planners and Land Surveyors. With offices in New Jersey and Pennsylvania, we provide expertise in all of the major areas of civil engineering, municipal engineering, municipal planning, and land surveying.

Van Cleef is proud to have been recognized in PA and NJ as a “Best Place to Work” for 2025 - another great reason to choose to work with Van Cleef!

We are currently seeking an Assistant Project Coordinator/Administrative Assistant to join our team in Hillsborough, NJ. In this role, you will have the opportunity to partner closely with our technical and administrative teams to provide the support necessary to drive operational success. This position is full time, 5 days per week on-site.

Responsibilities include, but are not limited to:

• Prepare and submit application forms, track project progress, and provide status updates for reviews and approvals from local, County, and State agencies
• Perform online and in-person research for the engineering and survey departments (e.g., property information, deeds, and maps)
• Communicate with private clients and various government agencies to facilitate project progress and resolve inquiries
• Prepare, edit, and manage written communications, including responses to agency reviews, memos, emails, proposals, reports, meeting minutes, and instructional documents
• Support proposal development and finalization for new and ongoing projects
• Coordinate and maintain client project files, databases, and electronic/physical filing systems
• Upload and organize documents for shared drives and agency submissions
• Reproduce plans and reports, including copying, binding, and preparing for submission
• Prepare and maintain new client system files and database records
• Scan, review, index, and archive physical documents to support paperless documentation efforts; ensure clarity and legibility of digital files
• Adhere to company document management procedures and assist in internal document retention and archival projects
• Prepare packages for mailing and deliver to mail drop-off locations as needed
• Answer phones, greet visitors and assist with general office administration as needed
• Occasionally deliver documents to township, County, and State Government agencies

Qualifications:

• High school diploma required; Associate or Bachelor's degree preferred.
• Minimum of 3+ years of administrative support experience, highly preferred in a professional engineering or construction consulting firm.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and PDF software (Adobe Acrobat or Nitro).
• Strong organizational and time management skills, with high attention to detail.
• Excellent written and verbal communication skills, with a professional and customer service-oriented demeanor.
• Ability to work independently and collaboratively in a fast-paced environment.
• Familiarity with engineering terminology or industry experience is highly desirable.
• Strong data management and interpersonal skills.

What We Offer

We are committed to creating a personal and professional environment where we can build and focus on helping communities through teamwork and support. Our local offices provide our employees with opportunities for professional development and growth, including our Young Professionals Group, a flexible working environment, and times to celebrate our accomplishments together. Van Cleef provides a fun, flexible, and challenging environment and embraces the core values of integrity, quality, accountability, ownership, and work life balance to guide our decisions and empower employees.

• Medical/Rx Insurance
• Dental Insurance
• Vision Insurance
• Traditional and Roth 401(k) retirement savings plan with company match
• Paid holidays, vacation and sick days
• Company-paid Life insurance
• Company-paid Long-Term Disability insurance
• Tuition reimbursement program (postgraduate)
• Professional Licensing reimbursement
• Gym membership reimbursement
• Flexible Spending Account (FSA)

Compensation:

Hourly Salary Range: $23 - $28 commensurate with experience.

Additional Information

Van Cleef is a proud Equal Opportunity Employer (EOE). We celebrate diversity and are committed to creating an inclusive environment for all employees. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability or veteran status.

This position is not eligible for H1-B or any other visa sponsorship.

We thank all applicants; however, only shortlisted candidates will be contacted.