Project and office administrator

We are seeking to welcome a project and office administrator to our team in San Diego, where you will play a critical role in providing administration and coordination support to the San Diego and Orange County leadership team. As a project admin, you'll provide administrative support to the San Diego and Orange County project managers. As an office admin, you’ll carry out the day-to-day practices, procedures and duties that ensure the smooth operations of the office and a great experience for staff and visitors while they’re onsite. You will be the “go to” for local help and support, aligned with the high standards of representing Mott MacDonald.

Reporting directly to the San Diego Area Manager, your responsibilities may include:

• Provide any necessary administration support to project staff.
• Manage office schedule, office lunch orders, and conference room reservations.
• Anticipate needs especially around scheduled meetings and confirm all logistics are correct prior to meetings, workshops or working sessions.
• Coordinate on-boarding of new staff with office leadership and HR.
• Liaise with other offices, individuals, vendors, and external agencies on a wide range of day-to-day issues for maintaining office functions and staff welfare.
• Assist with end of month processing and preparation of client invoices, accounts payable, and expense claim checking.
• Assist with word processing duties for project submissions, reports, correspondence, and presentation.
• Assist with facilities management, including inventory of IT equipment, access card management, and interface with building management for security and maintenance requests.

We invite candidates with the following experience:

• Proven experience in a relevant, similar role (office admin, project coordinator, etc.).
• Computer literate, proficient in Microsoft Word and Excel, PowerPoint and other MS software and packages.
• Well organized and efficient with excellent coordination and planning skills and attention to detail.
• A professional and courteous manner, to colleagues and clients, in person and in all communications.
• Flexible attitude to undertake a wide range of tasks within the office.
• Ability to use own initiative and ability to maintain confidentiality, impartiality and discretion.

Salary Range: $28-$31/hour

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 16,000+ 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.

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. English version, Spanish version, Chinese version.

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 fundamental part of this is respecting each person’s differences and striving to meet their needs.
Our values: progress, respect, integrity, drive, excellence