Overview
Operations Support Specialist, Administrative/Clerical Jobs in Jersey City, USA at Toll International LLC
Jersey City, United States | Posted on 03/17/2026
Toll International was founded in 2005 at a time when public infrastructure, mass transit, urban development and construction project costs were rising uncontrollably while capital programs continued to irreparably fall behind schedule and overrun their budgets.
We took the lead on assisting public agencies and major private organizations with large scale capital programs wrap their arms around their improvement projects and developed an innovative approach of utilizing science and information technologies towards the orderly planning, development, engineering, architectural design and construction of the built environment while keeping a strong focus on managing budgets and schedules. Our brand promise is simple: “Complete every single one of our projects within the Quality Parameters defined jointly with our partners, complete the Scope of Work 1 Day Early and $1 below budget.”
Job Description
Company Overview
Toll International is a premier consulting firm based in New York City, specialized in comprehensive construction project management and technology-enabled solutions. Renowned for our dedication to delivering high-quality, cost-effective, and innovative results tailored to the unique needs of our clients, we lead infrastructure and digital transformation projects across New York State and beyond.
We are proud to partner with the Port Authority of New York & New Jersey (PANYNJ) on high-impact infrastructure and technology initiatives. We are currently seeking talented professionals to collaborate with subject matter experts, project managers, and process owners to deliver critical projects.
Position Overview
The Operations Support Specialist will provide critical administrative and operational support to the Engineering Department’s Operations Division, ensuring the efficient management and tracking of a high volume of engineering agreements and documentation. This role plays a key part in maintaining data integrity, supporting compliance requirements, and facilitating coordination between internal stakeholders and external consultant firms.
This position requires a highly detail-oriented professional who thrives in a fast-paced environment, can manage multiple priorities, and ensures that all documentation, reporting, and communication meet strict organizational and regulatory standards. The ideal candidate will contribute directly to the success of infrastructure projects by enabling seamless operational workflows and audit-ready documentation practices.
Requirements
Key Responsibilities
- Perform high-volume data entry and tracking for 500+ engineering agreements, ensuring accuracy, completeness, and timeliness
- Maintain and update records in SharePoint and Excel, including managing linked ledgers and structured file systems
- Verify all data entries against authorization documents and established procedures to ensure compliance
- Communicate professionally with consultant firms via email and phone to obtain and clarify required information
- Coordinate with Project Managers and Task Leads to ensure task orders align with departmental guidelines
- Track and follow up on outstanding documentation to ensure timely submissions from internal and external stakeholders
- Prepare award letters, secure required signatures, and distribute finalized documentation
- Organize, maintain, and electronically file large volumes of project documentation in SharePoint and other systems
- Support B2G platform activities, including running reports, updating entries, and identifying missing or outdated data
- Prepare and present monthly and quarterly operational reports
- Assist with federal program support, including staffing and cost analysis activities
- Prepare documentation and file structures for FTA and FEMA audit compliance
- Draft procurement-related documents such as memos, RFP requests, and Notices to Proceed
Required Qualifications
- Bachelor’s degree in Business Administration, Engineering, Public Administration, or a related field
- Minimum of three (3) years of relevant experience in administrative support, project support, or operations support within a structured environment
- Advanced proficiency in Microsoft Office Suite, including:
- SharePoint (file management, permissions, document tracking, and folder structuring)
- Excel (advanced data entry, linked ledgers, formulas, data validation, and basic macros)
- Adobe Acrobat (editing, compiling, and preparing official documentation)
- Demonstrated experience handling high-volume data entry with exceptional accuracy and attention to detail
- Strong organizational and documentation management skills, with the ability to track and maintain large datasets and agreement records
- Proven ability to work independently, prioritize tasks effectively, and meet deadlines in a fast-paced, high-demand environment
- Experience performing quality assurance/quality control (QA/QC) on work products to ensure data integrity and compliance
- Excellent written and verbal communication skills,…
Title: Operations Support Specialist, Administrative/Clerical
Company: Toll International LLC
Location: Jersey City, USA
Category:
