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Admin assistant

Job Profile

Mott MacDonald is a $2bn engineering, management and development consultancy. We’re one of the largest and most diverse firms of our kind in the world with over 16,000 staff working out of 180 principal offices, delivering projects in 150 countries.

Our global business is multisector, spanning buildings, communications, defense, education, environment, health, international development, industry, mining, oil and gas, power, transport, urban development, water and wastewater.

Equal employment opportunity is the law. English version, Spanish version, Chinese version.

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, citizenship status or disability status.

Job Description

Our support services teams are the backbone to the operations of Mott MacDonald. We are looking to welcome an administrative assistant to be based in our New York City office. Your duties will include:
  • Answer and transfer phone calls, greet clients and visitors entering the office
  • Maintain confidential filing, both electronic and hard copies
  • Regularly monitor industry sites for upcoming postings and opportunities; maintain calendar of events
  • Administer and process timesheets system, invoices, expense reimbursements, etc
  • Format reports and review documents for completeness, spelling and grammatical correctness
  • Take meeting notes and produce minutes of meetings
  • Maintain building security access and badging for office staff and visitors
  • Provide assistance to others in performing searches and locating documents as required
  • Process business-related documents received at the work location
  • Provide proposal support including coordination of potential sub-consultants, completion of administrative forms and assembly and distribution of final proposals
  • Check mail and send out packages by USPS, UPS and FedEx online system
  • Order and maintain stock of office and kitchen supplies.

Candidate Specification

We welcome applications from candidates with:
  • Associate degree in a related field or equivalent combination of education and experience
  • Strong interpersonal and communications skills – verbal, telephone and written
  • Superior personal computer and Windows skills, strong experience with MS Office Suite (including Word, Excel and PowerPoint), e-mail and Acrobat
  • Knowledge of basic office equipment such as copier and scanner
  • Experience with electronic document management systems software is preferred
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