Office Administrator - Junior to Mid Level

Moffatt & Nichol•Oakland, CA

19h•$30 - $42

About The Position

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively seeking an Office Administrator for our Oakland office to be the heart of our Business Unit! As a successful hire, your main goal will be to help create and maintain a positive and productive work environment; provide oversight and support for Oakland office administrative operations and serve as the primary point of administrative contact for internal and external coordination; provide administrative support to relieve specific areas of coverage (i.e., receptionist), departments, managers and/or staff; provide project administration support for various local projects; and provide word processing, spreadsheet creation and data entry, filing, meeting schedule and other administrative support to facilitate operations or professional service delivery for an office of approximately 20-30 employees. About Moffatt & Nichol: Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in transportation. For the 4th year in a row, Moffatt & Nichol is Ranked #1 in Engineering News-Record for Marine & Port Facilities in the U.S. Additionally, our firm consistently ranks in the Top 100 Pure Designers in the US and the Top 50 Designers in International Markets. Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy.

Requirements

Associates Degree or higher or equivalent experience; required
3 - 8 years or more in an office environment; required
Outstanding communication and interpersonal abilities
A proactive attitude with the ability to anticipate needs and take initiative
Excellent organizational skills
Ability to handle confidential information with discretion
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
A California driver’s license
All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire

Nice To Haves

Bachelor’s Degree
Experience in the AEC industry

Responsibilities

Serve as the “face of the office,” greeting guests and maintaining a welcoming, functional workplace for employees and guests
Coordinate with building management on maintenance and visitor access; manage out-of-town visitor support
Manage office supplies, kitchen supplies, safety equipment, and proactively order replenishments, as well as company equipment including I&R equipment, equipment lockers, and the company truck
Maintain office employee work schedules, office calendar, and coordinate office moves (including checklists, IT coordination, and space readiness)
Manage mail, phones, voicemails, printing, scanning, copying, creating job folders, and packaging deliverables or submittals
Perform document tasks including typing, formatting, editing, proofing, drafting letters/memos, and preparing reports, preparing applications/forms, collating binder information, and assisting with drawing printing and sealing
Support Business Development efforts through opportunity tracking and assist in organizing formal Go/No‑Go processes for pursuits
Support proposal and SOQ production, including résumé updates and developing bid packages
Coordinate subconsultant agreements, especially for large on‑call contracts, and maintain electronic filing systems, including project email filing
Track submittals, deadlines, and reminders to keep projects on schedule, prepare weekly/monthly project reports and support project reporting requirements
Track on‑call contract status, renewal timing, and rate increase opportunities
Assist PMs with project closeouts and help identify project issues (e.g., invoicing, NV) and coordinate resolution
Organize project, code, reference, and as‑built e‑libraries, input payable invoices with accurate general ledger and project coding, and prepare expense reports, ensuring receipts and documentation are complete
Make travel arrangements including hotels, meals, itineraries, and support travel accommodations as needed
Manage new hire onboarding experience and track annual performance review completion
Organize opportunities for staff to socialize, including recognition initiatives (e.g., project award framed photo)
Coordinate in‑office and offsite business and social events, including travel arrangements and distribution of materials
Organize client workshops and manage logistics for special events, bi‑monthly all‑hands meetings, and in-person interviews with local staff
Communicate and organize participation in local professional organization and networking events

Benefits

Enjoy low-cost employee healthcare with our company-paid high-deductible medical, dental, and vision plans
Family coverage is available
Low-deductible plan available
Generous HSA match to help manage healthcare expenses
Stay energized with our amazing Wellness Program (with financial incentives) to keep you healthy and fit
Features include: monthly one-on-one sessions with nutritionists, access to a Healthwise Pharmacist, mindfulness apps like The Calm and BetterHelp, and more
Free and confidential Employee Assistance Programs for counseling and support
Generous Paid time off (15 to 25 days based on experience level), Paid Holidays (7), and a floating holiday
401(k) match to help you reach your financial goals
Excellent Life Insurance coverage, fully paid by the company
You may also have the option to further your education with our comprehensive Tuition Reimbursement Program
Plus, there are plenty of training opportunities, a Leadership Development Program, a formal Mentoring program, an active YP (Young Professionals) group, and so much more
And because we care about all members of your family, we offer Pet Insurance to look after your furry friends