Office Assistant

Thornton Tomasetti • Boston, MA

11d • $52,000 - $65,000 • Onsite

About The Position

As an Office Assistant, you will be the face of the Boston office, support technical engineering staff with new project pursuits, and assist with administrative management tasks. The role helps ensure seamless office operations, creates a positive first impression for clients and visitors, and maintains common office spaces. It involves collaborating with internal leaders, managers, technical staff, and departments, as well as external clients, customers, subconsultants, and vendors. This is a part-time, in-office role.

Requirements

• At least 2 years of experience in administration and team coordination.
• Ability to multitask, define successful workflows related to office operations, and proactively solve problems.
• Strong interpersonal skills and ability to work collaboratively with diverse team members and external parties in a matrix organizational structure.
• Proficiency in Microsoft Office Suite.
• Excellent organizational skills.
• Excellent written and verbal communication skills.
• Flexibility in managing deadlines and changing priorities.

Responsibilities

• Coordinate RFPs and proposals internally and with Marketing, including data entry in Microsoft Dynamics, and track open and submitted proposals.
• Liaise with Marketing, Legal, Accounting, and the Talent Team.
• Follow up with clients on invoices and assist with collecting outstanding payments.
• Assist technical staff with administrative tasks, including travel arrangements and expense processing.
• Coordinate deliveries and visitors; greet guests and answer, screen, and forward incoming phone calls.
• Maintain the reception area, kitchen/Town Hall, breakout areas, and conference rooms.
• Stock office and kitchen supplies.
• Coordinate with building personnel and vendors regarding maintenance issues.

Benefits

• Medical, dental, vision, life, AD&D, disability, and other voluntary benefits, depending on employment status.
• Flexible Spending Accounts for medical and childcare, depending on employment status.
• Paid time off, family leave for new parents, and volunteer time, depending on employment status.
• Tuition reimbursement, depending on employment status.
• Commuter transit benefits where available, depending on employment status.
• 401(k) retirement savings with company matching on employee contributions and/or qualified student loan repayments, depending on employment status.
• Fitness reimbursement, depending on employment status.
• Wellness, diversity/inclusion, and employee resource programs and initiatives.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed