Office Adminstrator

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.

If you share that vision, even if you don’t meet every requirement listed, we’d still love to hear from you. We value potential and diverse perspectives as much as experience. Let’s explore how we can support your growth and help you take the next step in your career, while contributing to an exciting new chapter for Mott MacDonald in North America.

Mott MacDonald is seeking a detail-oriented and proactive Office Administrator to join our Calgary office. This role is ideal for individuals passionate about office management and eager to develop within a dynamic project delivery environment. The successful candidate will support various business teams, while ensuring day-to-day office activities and requirements are managed and functioning at all times.

Responsibilities:

• Support business development and account management activities by maintaining CRM data, updating opportunities, and assisting with the planning and delivery of local events
• Assist with bid searching through relevant bid portals across our core markets
• Support the preparation of client-facing materials, including presentations and marketing documents, in collaboration with project and marketing teams
• Provide business and project support through document preparation, formatting, and coordination of deliverables
• Manage office-related financial administration processes, including timesheets, invoices, purchase orders, and expenses, ensuring accuracy and compliance
• Coordinate meetings and team activities, including scheduling, logistics, and catering arrangements
• Coordinate travel arrangements, including flights, accommodation, and ground transportation
• Maintain efficient office operations, including mail management and ensuring a professional and well-functioning workplace environment
• Serve as a first point of contact for visitors, supporting a positive and consistent business image
• Carry out general administrative and project tasks as required

Requirements:

• Bachelor’s degree or diploma in business administration or similar is preferred
• Minimum of 3-5 years experience in a business or project administration role, ideally in a professional services organization
• Experiencing working in large, diverse organization is an asset.
• Experience supporting business development, project administration or document control processes
• Proficiency in Microsoft Office applications (Word, Excel, Teams, Outlook, PowerPoint)
• Strong organizational and time management skills
• Good written and verbal communication abilities
• High attention to detail, especially in document formatting and data handling
• Energetic, enthusiastic, and proactive approach to work
• Flexible and adaptable in a dynamic environment
• Ability to manage multiple tasks and prioritize effectively
• Collaborative team player with a supportive mindset
• Demonstrate willingness to learn new project support processes and tools

At Mott MacDonald, our employees have a stake and a voice in our business, providing them with a direct connection to our success through our personal and group performance bonuses.

Multiple factors such as qualifications, overall experience and position responsibilities will be used to determine the successful candidate's actual salary within the expected range.

The expected salary range for this position is from $67,000 - $82,000.

This posting is for an existing vacancy.

Collaboration at Our Core

At Mott MacDonald, we believe great ideas happen when we're together. Our hybrid approach centers on an in-office culture, with most of your time spent collaborating face-to-face and a minimum of three days per week in the office. We balance flexibility with connection, so you and your manager can choose how to meet client, team, and personal commitments.

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.