Administrative Assistant

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

Our support services teams are the backbone of Mott MacDonald's operations. We are looking to welcome an Administrative Assistant to be based in our Philadelphia, PA office.

Your duties will include:

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  Answer phone calls, greet clients and visitors to the office

  
  

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  Order and maintain stock of office and kitchen supplies

  
  

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  Coordinate and maintain inventory of computers and office equipment

  
  

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  Check mail and receive/send courier packages

  
  

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  Maintain office security access and badging for staff and visitors

  
  

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  Coordinate with office building management

  
  

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  Administer and process timesheets, invoices and expense reimbursements

  
  

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  Assist formatting reports and reviewing documents for completeness and conformity with the Mott MacDonald brand

  
  

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  Provide proposal support, including coordination of potential sub-consultants, completion of administrative forms and assembly and submission of final proposals

  
  

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  Monitor industry sites for project postings and opportunities; maintain an events calendar

  
  

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  Provide project administrative support as needed

  
  

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  Coordinate staff meetings, meeting food ordering and coordination, conference room schedules, and hotel/travel bookings

  
  

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  Function as the custodian of office equipment, appliances, supplies and office plants

  
  

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  Coordinate the office company car maintenance records and maintenance needs

  
  

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  Monitor adherence to office safety, security, and environmental policies and procedures

  
  

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  Maintain office SharePoint site, and roster of staff

  
  

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  Provide any other office administrative duty as needed

  
  

We welcome applications from candidates with:

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  Bachelor's degree in a related field or equivalent combination of education and experience

  
  

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  Strong interpersonal and communications skills - verbal and written

  
  

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  Superior personal computer and Windows skills, substantial experience with Microsoft 365 apps and Adobe Acrobat/ Bluebeam Revu/ PDF Exchange

  
  

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  Experience with electronic document management systems software is preferred

  
  

Our teams are comprised of bright and enthusiastic people who wish to make a difference to the world that we live in. If you share that vision and don't have all the experience outlined in this posting, we still want to hear from you!

Let's discuss how we can help you take the next step in your career and how you can participate in an exciting new chapter for Mott MacDonald in North America.

At Mott MacDonald, we provide a comprehensive benefit package that includes 401k, medical, dental and vision insurance, short-term/long-term disability, paid holidays, PTO, parental leave and company paid life insurance.

Individual pay is determined based on several factors such as work location, education, experience, and unique skills.

Equal opportunity is the law.

We seek to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, creed, marital status, sexual orientation, gender identity, citizenship status or disability status.

Hybrid working policy

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.