Administrative Assistant

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. We are seeking an Administrative Assistant to help with office administration of our New York and New Jersey offices as well as subcontractor, insurane, and invoicing coordination.

At Carollo you’ll make an impact at an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong. You’ll work alongside a collaborative and dynamic team of professionals that is truly passionate about our work. Carollo’s vision is to be the BEST water consulting firm and you’ll find that Carollo is also the best place for you to build your career.

• Coordinate with Project Manager, Project Engineer, and Subconsultants for tracking project status, budget, subcontracts, insurances, and invoicing
• Maintain project document databases and spreadsheets
• Prepare and track contract status for projects with multiple entities
• Maintain the electronic file structure
• Arrange and participate in meetings and project team activities
• Proofread memoranda, reports and general correspondences for accuracy of editing and formatting
• Convert scanned images or Excel files into MS Word documents
• Assist with document formatting (Excel, Word, Power Point, etc.)
• Combine files (Excel, Word, Acrobat, etc.) for production purposes
• Provide administrative support
• Assist in coordinating proposals as needed

• High School Diploma
• Minimum of 5 years administrative experience in A/E industry
• Advanced knowledge of the following software applications: Adobe, Word and Excel
• Ability to work independently and be team player
• Ability to multi-task and reprioritize upon request
• Ability to handle confidential material
• Must be organized and efficient with time management skills
• Solid written/verbal communication skills, including grammar and attention to detail

• Knowledge of e-Builder, PASSPort, and other New York City contracting platforms

$90,000 to $94,000 annually. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the support employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services, discount programs, and a Lifestyle Reimbursement Account. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.  Eligibility for benefits varies based on employment status.