Administrative Assistant - AEC Industry

Moffatt & Nichol•Richmond, VA

6d•Onsite

About The Position

Moffatt & Nichol is seeking an Administrative Assistant for its Richmond office. The role provides administrative support across a department, business unit, or project, with growing independence on routine work under general supervision. The assistant follows established procedures and templates and supports office operations, projects, travel coordination, and invoice processing. The position has no direct reports; exceptions and non-standard issues are escalated to a supervisor. Moffatt & Nichol is a global infrastructure advisor specializing in the planning and design of facilities serving coastlines, harbors, and rivers, as well as transportation. Its professional staff includes engineers, planners, scientists, and architects serving clients from offices around the world. The firm works in areas including ports and harbors, coastal and water resources, urban waterfronts, transportation, inspection and rehabilitation, and energy. The role includes front-line office support; meeting and travel coordination; document and project control; invoice entry and tracking; and coordination with corporate services, IT, and HR. The work is sedentary for prolonged periods, involves interacting with clients, and may require occasional travel. The position requires a high school diploma or equivalent and typically 3–5 years of administrative or office support experience, preferably in an architecture-engineering environment. The Virginia-market base salary is $25.00–$33.00 per hour, depending on experience, education, professional registration, and qualifications.

Requirements

High school diploma or equivalent.
Typically 3–5 years of administrative or office support experience.
Exceptional phone etiquette.
Strong organizational skills, including the ability to multitask, work effectively, and meet deadlines amid frequent interruptions.
Proficiency in core administrative systems and standard office software, including Microsoft Word and Excel.
Ability to apply established procedures reliably to a range of transactional tasks.
Ability to provide clear updates and adapt communication style to team needs.
Ability to work independently on assigned tasks within defined procedures and escalate exceptions appropriately.
Successful completion of a post-offer pre-employment background check in compliance with NIST 800-171.
Legal ability to obtain employment in the U.S. and present required documentation at hire.

Nice To Haves

Administrative or office support experience in an Architecture-Engineer environment.
Developing familiarity with project documentation conventions and accounts-payable/invoice-entry systems.

Responsibilities

Provide front-line administrative support, including phone coverage, mail handling, and supply ordering as needed.
Collaborate with internal IT to troubleshoot and maintain office and computer equipment.
Schedule and coordinate meetings, including logistics, catering, and setup.
Liaise with corporate services, including Accounting and Human Resources.
Maintain, order, and manage office and kitchen equipment and supplies.
Provide project and document control support by gathering data, completing digital documents, and organizing and collating technical or proposal materials.
Prepare mailing and transmittal packages, create job folders, and scan, print, and copy documents as needed.
Help track project and task deadlines and set up reminder systems to keep work on schedule.
Maintain and schedule conference rooms for team and client meetings.
Arrange travel, including booking hotels, meals, and itineraries for client meetings and office functions.
Enter payable invoices into the system and code them to the correct office and project codes.
Upload invoices to the accounting system and track submission status.
Collaborate with IT and HR on new-employee office setup, onboarding paperwork, and orientation logistics.

Benefits

Comprehensive benefits package with low employee contributions and available family coverage.
Low-deductible health plan option.
Generous HSA match.
Wellness program with financial incentives, nutritionist sessions, access to a Healthwise Pharmacist, and mindfulness apps.
Free and confidential Employee Assistance Programs for counseling and support.
15 to 25 days of paid time off based on experience level.
Seven paid holidays and one floating holiday.
401(k) match.
Company-paid life insurance.
Tuition reimbursement program.
Training opportunities, a Leadership Development Program, and a formal mentoring program.
Pet insurance.