Administrative Assistant East Hanover, NJ

Administrative Assistant

We are looking for a highly organized Administrative Assistant to support inspection compliance operations in Whippany, New Jersey. This long-term contract position works closely with compliance leadership and serves as a key point of coordination for field staff, property representatives, contractors, and municipal contacts. The role focuses on maintaining accurate records, processing inspection-related documentation, and helping ensure timely communication and billing throughout the inspection workflow.

Responsibilities:

• Support the Inspection Compliance Director and Supervisor with daily administrative coordination and documentation activities.
• Review inspection records for accuracy, including service dates, contractor details, exemption status, and payment responsibility before entries are finalized.
• Process inspection documents and related paperwork through internal workflow systems such as Navigator.
• Confirm that completed files are accurate and complete before distributing inspection results to clients and contractors.
• Prepare and issue invoices connected to inspection activity in a timely manner.
• Monitor relevant tracking systems and public records portals to help ensure inspection filings are submitted and updated on schedule.
• Communicate professionally with field examiners, building management teams, contractors, and Department of Buildings representatives to resolve questions and obtain missing information.
• Assist with data entry, inbound office communications, and general front-office administrative support as needed.