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Administrative Assistant

4 months ago

Freehold, United States Mott MacDonald Full time

Administrative Assistant

**Country**:United States**Position Location**:Freehold, NJ**Contract Type**:Regular (US only)**Work Pattern**:Full Time**Sector**:Corporate services**Discipline**:Administration**Job Ref**:2831**Recruiter Contact**:Sofiya Bula- Here at Mott MacDonald, we are experts in engineering, management, and development services supporting multisector project work in over 150 countries. One of the largest employee-owned companies in the world, we pride ourselves in our ability to deliver exceptional outcomes through the connected thinking of our 20,000+ talented consultants. Sustainability and innovation are at the heart of all of our sectors which, in North America include Advisory, Built Environment, Energy, Transportation, and Water.- Our support services teams are the backbone of Mott MacDonald’s operations. We are seeking an administrative assistant in our Freehold, NJ office. The administrative assistant will lead or provide support to many of the overall office responsibilities and provide business management support when requested.- This person will organize the administrative activities that facilitate the smooth running of the office and will be responsible for administering our management procedures to comply with our quality, environmental, information security, and health and safety accreditation. Primary duties may include, but are not limited to the following:
- Answer phone calls, and greet clients and visitors to the office.
- Receive mail and courier packages, and arrange for courier package pickup.
- Maintain office security by providing building access and badging for MM staff and visitors.
- Coordinate with office building management.
- Organize and coordinate staff meetings, food ordering and delivery, conference room schedules.
- Monitor adherence to office safety, security, and environmental policies and procedures.
- Maintain office SharePoint site and roster of staff.
- Provide any other office administrative duty as needed.
- Assist with administrative needs of other offices
- May undertake reviews of office risk assessments, identifying hazards and completing actions to mitigate their risk.
- Coordinates and arranges emergency procedures including fire, security and first aid.
- Prepares monthly inspections of the office, supported by the Office Principal.
- Maintaining of office equipment
- Ordering all IT, printing, stationery, equipment and general supplies etc. and coordinating IT support for the office when applicable.
- May process new hire materials and conduct on-board orientation new employees.
- First point of contact; making clients and guests feel welcome (organizing refreshments and lunches and clearing afterwards).
- Assisting project teams as and when necessary to complete client facing work.
- Assists in the planning and executing of in-office and outside team-building events, provides support to Early Career Professionals (ECP) group (staff meetings, lunches, BOC, team building).
- Assisting with any other tasks that are required.
- Assist in formatting reports and reviewing documents for completeness and conformity with the Mott MacDonald brand.- Minimum of 2 years prior experience in the Administrative field
- Strong interpersonal and communication skills - verbal and written
- Strong personal computer and Windows skills, experience with Microsoft 365 apps including Word, Excel, Outlook, and Adobe Acrobat/ PDF Exchange
- Confidentiality, tact, and diplomacy should be second nature
- Ability to prioritize tasks accordingly
- Benefits: 401k, medical, dental and vision insurance, STD/LTD disability, holiday, PTO, parental leave and company-paid life insurance_

**Equality, diversity and inclusion**
- We put equality, diversity and inclusion at the heart of our business, seeking 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.- Equal employment opportunity is the law.- 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, gender identity, citizenship status or disability status.**Hybrid working policy**
- At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.**More about Mott MacDonald**
- We’re a global engineering, management and development consultancy.- Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.- A