Office Administrative Manager - Mid-to-Senior Level

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)
• Outstan