Construction Administrative Assistant​/Department Admin

Overview

A.J. Celiano, founded in 1925, has nearly a century of expertise in the HVAC industry. The company is built on a passion for innovation and advanced technology, aiming to make energy efficiency accessible to businesses of all sizes. With cutting-edge equipment, proprietary technologies, and a vast network of industry partnerships, A.J. Celiano consistently delivers innovative solutions. Known for its commitment to quality and efficiency, the company continues to pioneer advancements in the HVAC field.

This is a full-time on-site role for a Construction Administrative Assistant / Department Admin located in Cranford, NJ. The role requires effective collaboration with team members and external stakeholders to ensure smooth and efficient operations. Responsibilities include managing daily administrative tasks, assisting executives with scheduling and communication needs, handling phone calls, maintaining clerical documentation, and providing general administrative support to the department.

This position is full-time and requires strict attention to detail, prioritizing work to meet deadlines and the ability to manage multiple demands. Prior experience with a construction or HVAC service company is strongly preferred.

• Excellent verbal and written communication skills
• Ability to enhance customer relationships through high quality communication
• Must have excellent time management skills
• Self-motivated, quick thinker, ability to multi-task
• Can identify difficult situations and use proper judgment to handle the situation quickly without direct supervision
• Assist with Permit Procurement, and Inspection scheduling.
• Assist in filing project specific important documents
• Assist project managers with gathering submittals and approval tracking
• Assist project managers with purchase order procurement
• Assemble closeout documents at project completion for subcontractors and vendors by obtaining all the necessary paperwork needed to close the job.
• Attend various meetings and prepare meeting minutes for distribution
• Track project specific documents and file electronically as required.
• Archive old project files and data electronically
• Electronically file drawing, specification, and important document updates for bids
• Assist in sending out / following up with bid documents for vendor quotes
• Type project proposal, log, and follow up with recipients
• Assist all support staff and management at the main office in additional tasks, as delegated.
• Candidate must possess strong computer and typing skills and demonstrate extensive knowledge of Microsoft Office Suite 360.
• Training to be provided for company processes.
• Knowledge of Build Ops, Bid Tracer, Procore, software's a plus
• Knowledge of New Jersey public bid paperwork a plus but not required