Administrative Assistant - Land Surveying Department

GPI is seeking a detail-oriented and highly organized Administrative Assistant for a part-time (minimum 30 hours per week) or full-time (40 hours per week) position to provide administrative and operational support to our Survey Team, as well as additional responsibilities in support of both the finance and administration departments in our Morris Plains, NJ office. The successful candidate will be comfortable working in a fast-paced, team-oriented environment, while also demonstrating the ability to work independently, prioritize multiple tasks, and meet deadlines. This position plays an important role in supporting the Survey Team's day-to-day activities and ensuring the office's efficient, smooth operation. GPI is a multi-discipline engineering firm providing planning, design, and construction services for transportation infrastructure and building system projects throughout the United States for over 50 years. Ranked in the Top 100 Firms by Engineering News Record, GPI is a forward-thinking, innovative firm with a culture committed to excellence and fosters staff empowerment. For more information, visit: www.gpinet.com Responsibilities: Maintain Departmental Files (files correspondence and other records/documentation both hard copy and electronic)Answer Phones and direct calls accordinglyFiling of Paper Drawings in Flat Files and Filing of Project FoldersPrepare and Transmit Correspondence and Proposals for Survey Team.Prepare Surveying Qualifications for Farmland Preservation/Green Acres for county and municipal clientsOrder Coffee, Copy Paper, Office Supplies, Safety Supplies, Surveying SuppliesMaintain Stock of Kitchen Paper ProductsPrepare, Open, and Distribute MailMaintain Proposal List and Project List DatabasesLog-In, Scan, and Set Up New Municipal Jobs in VantagePointCreate New Job Jackets/Billing Files as NeededMaintain Training List / Expiration Dates and Upload to VantagePointSchedule Field Crew Training as NeededSchedule Yearly OSHA PhysicalMake Travel Arrangements as Needed for Out-of-State SurveyingRequest Certificates of Insurance and Maintain DatabaseMaintain Service Records, Insurance, and Registrations for Fleet VehiclesMaintain Master Service Agreements (MSAs)Support other departments by performing a variety of administrative duties and special projects as assigned Qualifications: Must be a self-starter, eager to learn, and work well with all levels of employees. Other qualifications include: Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.) and AdobeMust be an articulate professional with superior organizational skills, attention to detail, and consistent follow-through skillsAbility to meet deadlines, prioritize tasks, and work well under pressureMust be willing to cross-train with other administrative personnel and technical staff in order to maintain balance in the workloadAbility to work independently