Administrative Assistant - AEC Industry

Moffatt & Nichol•Richmond, VA

4h•$25 - $33•Onsite

About The Position

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively looking for a Administrative Assistant to join our Richmond office. The Administrative Assistant provides broader administrative support across a department, business unit, or project, building on entry-level foundations with growing independence on routine work. Operating with general supervision, this role relies on established procedures and templates while serving as a dependable resource for office and project support, travel coordination, and invoice processing. The role has no direct reports and escalates exceptions or non-standard issues to a supervisor as they arise. About Moffatt & Nichol: Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in transportation. For the 5th year in a row, Moffatt & Nichol is Ranked #1 in Engineering News-Record for Marine & Port Facilities in the U.S. Additionally, our firm consistently ranks in the Top 100 Pure Designers in the US and the Top 50 Designers in International Markets. Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy.

Requirements

High school diploma or equivalent required
Typically 3–5 years of administrative or office support experience, preferably in an Architecture-Engineer environment
Exceptional phone etiquette
Organizational skills to multitask, work effectively and meet deadlines with frequent interruptions
Proficient in core administrative systems and standard office software (Microsoft Word and Excel); applies established procedures reliably to a wider range of transactional tasks
Developing familiarity with project documentation conventions and accounts-payable/invoice-entry systems
Provides clear updates and adapts communication style to team needs
Works with general supervision, completing assigned tasks independently within defined procedures and escalating exceptions appropriately
All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire

Responsibilities

Provides front-line administrative support, including phone coverage, mail handling, and supply ordering, as needed
Collaborates and assists with internal IT to troubleshoot and maintain office & computer equipment
Manages meeting scheduling, logistics, coordination, catering and setup
Liaison with corporate services including Accounting and Human Resources
Maintains, orders & manages office and kitchen equipment & supplies
Provides project and document control support by gathering data, completing digital documents, and organizing and collating technical or proposal materials
Prepares mailing and transmittal packages, creates job folders, and scans, prints, and copies documents as needed
Assists in tracking project and task deadlines and sets up reminder systems to keep work on schedule
Maintains and schedules conference rooms for team and client meetings
Arranges travel, including booking hotels, meals, and itineraries for client meetings and office functions
Enters payable invoices into the system, coding them to the correct office and project codes
Uploads invoices to accounting system and tracks submission status
Collaborates with IT and HR on new-employee office set-up, onboarding paperwork, and orientation logistics

Benefits

Comprehensive, highly competitive benefits package with low employee contributions
Family coverage is available
Low-deductible plan available
Generous HSA match to help manage healthcare expenses
Wellness Program (with financial incentives)
Monthly one-on-one sessions with nutritionists
Access to a Healthwise Pharmacist
Mindfulness apps like The Calm and BetterHelp
Free and confidential Employee Assistance Programs for counseling and support
Generous Paid time off (15 to 25 days based on experience level)
Paid Holidays (7)
A floating holiday
401(k) match to help you reach your financial goals
Excellent Life Insurance coverage, fully paid by the company
Tuition Reimbursement Program
Training opportunities
Leadership Development Program
Formal Mentoring program
Active YP (Young Professionals) group
Pet Insurance