Moffatt & Nichol is an engineering and design consultancy focused on infrastructure for ports, transportation, water resources, and environmental resilience. Drawing on more than 75 years of experience, the firm supports projects involving cargo movement, coastal management, commercial due diligence, and sustainable architecture and landscape design. Its work brings together planning, technical design, and technology to help shape infrastructure that responds to natural conditions and community needs.
Administrative Assistant, AEC Industry
Support office operations, project documentation, travel, and invoice processing at Moffatt & Nichol. Coordinate administrative services for an infrastructure advisory and design firm.
Description
- Handle front-desk administration, phone calls, mail, and supply orders.
- Work with IT to troubleshoot and maintain office and computer equipment.
- Coordinate meeting schedules, logistics, catering, and room setup.
- Coordinate with Accounting, Human Resources, and other corporate services.
- Order and manage office and kitchen equipment and supplies.
- Support project and document control by gathering data, completing digital forms, and organizing technical and proposal materials.
- Prepare mailing and transmittal packages, create job folders, and scan, print, and copy documents.
- Monitor project and task deadlines and establish reminder systems.
- Schedule and maintain conference rooms for team and client meetings.
- Arrange travel, including hotel and meal bookings and itineraries for client meetings and office events.
- Enter payable invoices and assign the correct office and project codes.
- Upload invoices to the accounting system and monitor their submission status.
- Coordinate with IT and HR on office setup, onboarding paperwork, and orientation logistics for new employees.
- Refer exceptions and nonstandard issues to a supervisor.
- Work under general supervision without direct reports.
Requirements
- High school diploma or equivalent.
- Typically 3–5 years of administrative or office support experience; experience in an architecture or engineering environment is preferred.
- Excellent telephone etiquette.
- Strong organizational skills to manage multiple tasks, meet deadlines, and handle frequent interruptions.
- Proficiency with core administrative systems and standard office software, including Microsoft Word and Excel.
- Developing familiarity with project documentation practices and accounts payable or invoice-entry systems.
- Communicates updates clearly and adapts communication style to team needs.
- Works independently under general supervision within established procedures and escalates exceptions appropriately.
- Must pass a post-offer pre-employment background check compliant with NIST 800-171.
- Must be legally able to work in the United States and provide required employment documentation at hire.
- Able to sit for extended periods, interact with clients, and travel occasionally.
Benefits
- Comprehensive benefits package with low employee contributions.
- Family coverage options.
- Low-deductible health plan option.
- Generous Health Savings Account match.
- Wellness program with financial incentives.
- Monthly individual sessions with nutritionists.
- Access to a Healthwise Pharmacist.
- Mindfulness apps, including Calm and BetterHelp.
- Free, confidential employee assistance programs for counseling and support.
- 15–25 days of paid time off, depending on experience level.
- Seven paid holidays.
- Floating holiday.
- 401(k) match.
- Company-paid life insurance.
- Tuition reimbursement.
- Training opportunities.
- Leadership development program.
- Formal mentoring program.
- Active Young Professionals group.
- Pet insurance.