Office Assistant

Thornton Tomasetti; Boston (MA); On-site; USD 52,000 - 65,000; Part time

Benefits offered by this job

Medical benefits

Dental and Vision

Life and AD&D

Disability insurance

Paid Time Off

401k with company match

Tuition reimbursement

Commuter transit

Fitness reimbursement

Job summary

Thornton Tomasetti in Boston seeks an Office Assistant for a part-time, in-office role. You will be the face of the office, support the technical staff with proposals, and manage key administrative tasks to keep operations running smoothly.

The successful candidate will have 2+ years in administration, excellent organization and communication skills, and proficiency with Microsoft Office. You will collaborate with leaders, clients, and vendors to deliver a welcoming, efficient office experience.

Qualifications

• 2+ years of experience in administration and team coordination.
• Ability to multitask and define workflows for office operations.
• Strong interpersonal skills to work with diverse teams and external partners.
• Proficiency in Microsoft Office Suite.
• Excellent organizational and written and verbal communication skills.
• Flexible in meeting deadlines and shifting priorities.

Responsibilities

• Coordinate RFPs/proposals internally and with Marketing, including data entry in Microsoft Dynamics, and keep track of open and submitted proposals.
• Liaise with other Thornton Tomasetti departments including Marketing, Legal, Accounting, and the Talent Team.
• Follow up with clients on invoices and assist in collecting outstanding payments.
• Assist with administrative tasks for technical staff, including travel arrangements and processing expenses.
• Coordinate deliveries and visitors to the office, greet and welcome guests as soon as they arrive at the office, and answer, screen, and forward incoming phone calls.
• Maintain reception area, kitchen/Town Hall, breakout areas, and conference rooms.
• Stock office and kitchen supplies.
• Coordinate with buildings and vendors in the case of maintenance issues.

Skills

Administration experience

Multitasking

Interpersonal skills

Microsoft Office

Organization skills

Written and verbal communication

Deadline management

Tools

Microsoft Office

Microsoft Dynamics

Job description

Thornton Tomasetti applies engineering and scientific principles to solve the world’s challenges. An independent organization of creative thinkers and innovative doers collaborating from offices worldwide, our mission is to bring our clients' ideas to life and, in the process, lay the groundwork for a better, more resilient future. We provide support and opportunities to our employees to achieve their full potential and cultivate a rewarding career.

Your Role

As an Office Assistant, you will be the face of our Boston office, support the technical engineering staff with new project pursuits, and help with other administrative management tasks. Your role plays an important part in ensuring seamless office operations, making a positive first impression with our clients and visitors, and leading the upkeep of common office spaces. Qualified candidates enjoy building relationships and collaborating internally with leaders, managers, and technical staff, and collaborating externally with clients, customers, subconsultants, and vendors. This is a part-time, in-office role.

What You’ll Do

• Coordinate RFPs/proposals internally and with Marketing, including data entry in Microsoft Dynamics, and keep track of open and submitted proposals.
• Liaise with other Thornton Tomasetti departments including Marketing, Legal, Accounting, and the Talent Team.
• Follow up with clients on invoices and assist in collecting outstanding payments.
• Assist with administrative tasks for technical staff, including travel arrangements and processing expenses.
• Coordinate deliveries and visitors to the office, greet and welcome guests as soon as they arrive at the office, and answer, screen, and forward incoming phone calls.
• Maintain reception area, kitchen/Town Hall, breakout areas, and conference rooms.
• Stock office and kitchen supplies.
• Coordinate with buildings and vendors in the case of maintenance issues.

What You’ll Bring

• 2+ years of experience in administration and team coordination.
• Proven ability to multitask, define successful workflows related to office operations, and proactively solve problems.
• Strong interpersonal skills, with demonstrated ability to work effectively and collaboratively with diverse team members and external parties operating in a matrix organizational structure.
• Proficiency in Microsoft Office Suite.
• Excellent organizational skills.
• Excellent written and verbal communication skills
• Flexibility in juggling deadlines and changing priorities.

Compensation

The rate for this position generally is $52,000 - $65,000 annually. This range is a good faith estimate provided pursuant to the Massachusetts Equal Pay for Equal Work Act and Equal Pay Transparency Rules. It is based on what a successful Massachusetts applicant might be paid and assumes that the successful candidate will be in Massachusetts or perform the position from Massachusetts. Similar positions located outside of Massachusetts will not necessarily receive the same compensation. Actual pay rates may vary from the range, as permitted by Massachusetts Equal Pay Transparency Law. Compensation offers will be based on various factors, including operational needs, individual education, qualifications and experience, work location and comparison to employee already in the role, as well as other considerations permitted by law. A potential new employee’s pay history will not be used in compensation decisions.

Benefits

• Medical, Dental, Vision, Life, AD&D, Disability and other voluntary benefits
• Flexible Spending Accounts for Medical and Childcare
• Paid Time Off, Family Leave for New Parents, Volunteer Time
• Tuition Reimbursement
• Commuter Transit (where available)
• 401k retirement savings with Company matching on employee contributions and/or qualified student loan repayments
• Fitness Reimbursement
• And other various wellness, diversity/inclusion and employee resource programs and initiatives

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Thornton Tomasetti is proud to be an equal employment workplace. Individuals seeking employment at Thornton Tomasetti are considered without regards to age, ancestry, color, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, race, religion (including beliefs and practices or the absence thereof), sexual orientation, military or veteran status, or any other characteristic protected by federal, state, or local laws.

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