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.
Onsite Administrative Assistant, AEC Projects
Support office administration, project documentation, travel, and invoice processing at Moffatt & Nichol. Coordinate with internal teams to keep daily operations and project tasks organized.
Description
- Handle reception duties, mail, and office supply orders.
- Work with IT to resolve issues and maintain office and computer equipment.
- Coordinate meeting schedules, logistics, catering, and room setup.
- Coordinate with Accounting and Human Resources.
- Order and maintain office and kitchen equipment and supplies.
- Collect data, complete digital forms, and organize technical and proposal materials for project and document control.
- Prepare mailings 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.
- Organize travel arrangements, including hotels, meals, and itineraries.
- Enter payable invoices and assign office and project codes.
- Upload invoices to the accounting system and monitor their submission status.
- Coordinate new employee office setup, onboarding paperwork, and orientation logistics with IT and HR.
- Refer exceptions and non-standard issues to a supervisor.
Requirements
- High school diploma or equivalent.
- Usually 3–5 years of administrative or office support experience; Architecture-Engineering experience is preferred.
- Excellent phone manner.
- Strong organization and ability to multitask, work effectively, and meet deadlines amid frequent interruptions.
- Proficiency in Microsoft Word, Excel, and core administrative systems.
- Familiarity with project documentation practices and accounts payable or invoice entry systems.
- Ability to communicate updates clearly and adjust communication style to team needs.
- Ability to work with general supervision, handle assigned tasks independently within established procedures, and escalate exceptions appropriately.
- Must pass a post-offer, pre-employment background check conducted in accordance with NIST 800-171.
- Must be legally authorized to work in the United States and provide required documentation upon hire.
- Ability to sit for extended periods, interact with clients, and travel occasionally.
Benefits
- Comprehensive, competitive benefits with low employee contributions.
- Family coverage.
- Option for a low-deductible health plan.
- Generous HSA contribution 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.
- 15–25 days of paid time off, depending on experience level.
- Seven paid holidays.
- One floating holiday.
- 401(k) matching contributions.
- Company-paid life insurance.
- Tuition reimbursement.
- Training opportunities.
- Leadership development program.
- Formal mentoring program.
- Active Young Professionals group.
- Pet insurance.