Office Administrative Manager - Mid-to-Senior Level

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 Administrative Manager for our Northern California Business Unit, which includes over 40 engineering, planning, and design staff between our Walnut Creek and Oakland offices.

We are looking for this role 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.

You will provide oversight and support for Walnut Creek and Oakland office administrative operations and serve as the primary point of administrative contact for internal and external coordination.

This position is planned for full time 40-hours a week with the expectation that 3 to 4 days will be worked in the Walnut Creek office and possibly 1 day in the Oakland office.

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 the transportation complexities associated with the movement of freight.

For the 3rd year in a row, Moffatt & Nichol is ranked Engineering News-Record #1 for Marine & Port Facilities and among the Top 50 Designers in International Markets.

We were also named Southeast Design Firm of the Year 2023.

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.

• Work with the business unit leaders, managers, and senior staff to create a welcoming, comfortable and functional workplace for all employees and guests in the Walnut Creek and Oakland offices
• Serve as the primary point of administrative contact for internal and external inquiries, including addressing various requests from the corporate team and maintaining close collaboration with the administrative managers of other offices within the company
• Manage inventory and organization of office supplies, kitchen food and supplies, in-office safety equipment, and field equipment
• Coordinate maintenance and registration of the office vehicle
• Input and track business unit payable invoices (non-project related) into the company accounting system, including preparing expense reports and associated receipts and backup documentation
• Coordinate with the company Information Technology (IT) and Human Resources (HR) teams to ensure that the business unit staff has consistent and reliable support
• Coordinates office business and social events, both in-office and offsite, which may include travel arrangements, distribution of company marketing materials, and similar efforts
• Track registration / renewal deadlines for professional licenses, professional organizations, and similar
• General clerical support including typing, formatting documents, updating resumes, supporting proposal production, packaging deliverables, preparing packages for mailing and / or transmittal, creating electronic job folder, scanning and copying documents, and similar efforts
• Maintain office employee work schedule and office calendar
• Potential to manage junior administrative staff in the future

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. We are also looking for a proactive individual in this role that will contribute their own ideas to creating and maintaining a great atmosphere!

Qualifications :

• Associate’s degree or higher or equivalent experience preferred
• 5 years or more as an administrative assistant in an office environment, AEC industry experience strongly preferred
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• 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
• 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

Base salary range :

$31 to $48 per hour based on years of experience, level of education obtained, professional registration, and meeting required qualification in job description.

Physical requirements :

Work is generally performed in an office or client office setting. Ability to use standard office equipment is required.

Benefits :

• Competitive salary and excellent medical / dental / vision benefits
• Variety & Challenge : You'll wear many hats including handling administrative tasks and being a key player in cross-office collaboration
• Room to Grow : We will work with you to create opportunities that expand your skill set and allow you to take on new responsibilities as our offices expand.

We're looking for someone who wants to build a long-term career with us and invest in themselves

Work-Life Balance : Hours are typically 8 a.m. to 5 p.m., Monday through Friday, however we are open to a somewhat flexible schedule.

Additionally, up to one day a week may be worked remotely when it does not conflict with in-office functions and events

Great Team & Culture : Our office is friendly, inclusive, and collaborative. We are looking for someone with the same mindset who likes to celebrate wins, foster respect, and work as a team

Moffatt & Nichol’s EEO Statement :

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 with Title VII of the Civil Rights Act of 1964 (US) or The Equality Act 2010 (UK) or omit both if other international location.

We continuously seek talented, qualified employees in our world-wide operations regardless of race, color, sex / gender, including gender identity and expression, sexual orientation, pregnancy, national origin, religion, disability, age, marital status, citizen status, protected veteran status, or any other protected classification under country or local law.

Moffatt & Nichol is proud to be an Equal Employment Opportunity / Affirmative Action Employer / 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 (562) 590-6500 or TTY / TDD users please call 711.