Administrative Assistant / Construction Document Administrator

Ardurra is seeking an Administrative Assistant / Construction Document Administrator to join our team in Secaucus, NJ.

Ardurra is a multidisciplinary civil engineering services firm providing broad-based solutions tailored to the specific needs of public and private sector clients.

We leverage the depth of our professional and technical expertise, along with our integrated structure, to deliver practical and innovative solutions for our clients.

Primary Function:  

The Administrative Assistant / Construction Document Administrator provides administrative, contract, document control, and project support for municipal construction projects.

Responsibilities include maintaining project records, coordinating correspondence and schedules, tracking documentation and approvals, and supporting billing and financial processes.

The ideal candidate is organized, detail-oriented, and comfortable managing multiple projects and deadlines while communicating professionally with clients, contractors, engineers, inspectors, and internal teams. 

Primary Duties:



* Provide general project support, including preparing reports, correspondence, meeting minutes, and other project documents


* Coordinate meetings, schedules, calendars, inspections, correspondence, and document distribution


* Manage contract and project documentation from initiation through completion, ensuring records are accurate, complete, and organized


* Track project deliverables, submittals, approvals, deadlines, and compliance requirements


* Prepare and verify pay certificates, change orders, submittal logs, meeting records, and related project documentation


* Coordinate with project managers, engineers, inspectors, contractors, clients, and vendors to obtain required information, signatures, and approvals


* Support purchase orders, invoices, payment approvals, and other financial processes


* Review documents for accuracy, completeness, and consistency; identify discrepancies and coordinate corrections


* Interact with clients and customers


* Manage the front desk and greet vendors, guests, and interviewees


* Order office supplies and any other materials on an as needed basis


* Assist in any other general administrative support as needed by the team including organizing office luncheons and other events

Education and Experience Requirements:


* High school diploma or equivalent required


* 2-5 years of experience in administrative support, contract administration, document control, construction administration, project administration, or a related field preferred


* Experience in engineering, architecture, construction, or another technical services environment preferred


* Knowledge of office administration, contract documentation, records management, and project tracking


* Proficiency Microsoft Office Suite including Outlook, Excel, Word, and PowerPoint


* Strong organizational, time management, and m...