Administrative Assistant - AEC Industry

Moffatt & Nichol; Richmond (VA); Hybrid; USD 52,000 - 69,000; Full time

Benefits offered by this job

Health insurance

HSA match

Paid time off

401(k) match

Tuition Reimbursement

Wellness Program

Life Insurance

Employee Assistance Program

Job summary

Moffatt & Nichol is seeking an Administrative Assistant in Richmond, VA to provide broad administrative support across a department or project. The role involves travel coordination, invoice processing, document control, and office coordination under supervision, with established procedures and templates.

Ideal candidates have a strong sense of organization, proficiency with Word/Excel, and the ability to work independently while coordinating with IT, Accounting, and HR as needed.

Qualifications

• High school diploma or equivalent required.
• Typically 3–5 years of administrative or office support experience.
• Organizational skills to multitask and meet deadlines.
• Proficient in core administrative systems and Word/Excel.
• Familiarity with project documentation conventions and AP systems.
• Clear updates and effective communication with the team.

Responsibilities

• Provides front-line administrative support (phone, mail, supplies).
• Collaborates with internal IT to troubleshoot office equipment.
• Manages meeting scheduling, logistics, and setup.
• Liaises with Accounting and HR for corporate services.
• Maintains office and kitchen equipment and supplies.
• Supports project/document control and prepares materials.
• Prepares mailing, creates folders, and scans/copies documents.
• Tracks deadlines and sets up reminder systems.
• Schedules conference rooms for team and client meetings.
• Arranges travel including hotels, meals, and itineraries.
• Enters payable invoices and uploads to accounting system.

Skills

Administrative support

Travel coordination

Invoice processing

IT collaboration

Office software (Word/Excel)

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant - AEC Industry

Regular Full-Time Administration Richmond, VA, US

2 days ago Requisition ID: 3902

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively looking for a Administrative Assistant to join our Richmond office. The Administrative Assistant provides broader administrative support across a department, business unit, or project, building on entry-level foundations with growing independence on routine work. Operating with general supervision, this role relies on established procedures and templates while serving as a dependable resource for office and project support, travel coordination, and invoice processing. The role has no direct reports and escalates exceptions or non-standard issues to a supervisor as they arise.

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 5th 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.

Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Provides front-line administrative support, including phone coverage, mail handling, and supply ordering, as needed
• Collaborates and assists with internal IT to troubleshoot and maintain office & computer equipment
• Manages meeting scheduling, logistics, coordination, catering and setup
• Liaison with corporate services including Accounting and Human Resources
• Maintains, orders & manages office and kitchen equipment & supplies
• Provides project and document control support by gathering data, completing digital documents, and organizing and collating technical or proposal materials
• Prepares mailing and transmittal packages, creates job folders, and scans, prints, and copies documents as needed
• Assists in tracking project and task deadlines and sets up reminder systems to keep work on schedule
• Maintains and schedules conference rooms for team and client meetings
• Arranges travel, including booking hotels, meals, and itineraries for client meetings and office functions
• Enters payable invoices into the system, coding them to the correct office and project codes
• Uploads invoices to accounting system and tracks submission status
• Collaborates with IT and HR on new-employee office set-up, onboarding paperwork, and orientation logistics

Other Duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

• High school diploma or equivalent required
• Typically 3–5 years of administrative or office support experience, preferably in an Architecture-Engineer environment
• Organizational skills to multitask, work effectively and meet deadlines with frequent interruptions
• Proficient in core administrative systems and standard office software (Microsoft Word and Excel); applies established procedures reliably to a wider range of transactional tasks
• Developing familiarity with project documentation conventions and accounts-payable/invoice-entry systems
• Provides clear updates and adapts communication style to team needs
• Works with general supervision, completing assigned tasks independently within defined procedures and escalating exceptions appropriately
• 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

Working Conditions:

Sedentary for prolonged period of time, interact with clients, and travel occasionally.

Base Salary Range:

$25.00 to $33.00 per hour based on years of experience, level of education obtained, professional registration, and meeting the required qualifications in the job description.

Base salary range only applicable for candidates who will be hired and working in the Virginia market.

At Moffatt & Nichol, we genuinely care about our team and strive to create a warm, welcoming environment. We’re excited to offer a range of great benefits and cover many costs to support you. Here are some highlights:

• We offer a comprehensive, highly competitive benefits package with low employee contributions
  • 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

As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions® serving our client needs, and ensures nondiscrimination in all activities in accordance withTitle VII of the Civil Rights Act of 1964. We draw from the world’s best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment. Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings.

If you need more information or require special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at [phone] or TTY/TDD users please call 711.