Part-Time AEC Office Administrator – English/Portuguese

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are seeking a
proactive and detail-oriented
Administrative Assistant
to support our office operations in and project teams in
Rio de Janeiro
. This role involves a wide range of administrative, client-facing, and project support tasks. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Fluency in
English at a C1
level is required.

About Moffatt & Nichol
Moffatt & Nichol is a leading infrastructure advisor specialising in the planning and design of facilities that shape and serve our coastlines. Reflecting Moffatt & Nichol's commitment to design innovation since 1945,
Engineering News-Record (ENR) has ranked the company No. 1 design firm for Marine and Port Facilities in the United States and No. 7 internationally.
Moffatt & Nichol's professional staff includes engineers, planners, scientists, and architects who serve our global client base from offices in Europe, the Americas, the Middle East and Asia Pacific. The firm provides clients worldwide with customised service and a level of excellence that have become the firm's hallmark in three primary practise areas—coastal, environmental, and water resources; ports and harbours; and transportation, bridges, and rail.

Duties And Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Acting as reception and administrative support
• Communicating and coordinating with Clients, consultants, contractors, vendors, service providers, and other external entities
• Meeting and conference coordination, scheduling, catering, set-up
• Maintaining, ordering, and management of office, field engineering, and kitchen equipment and supplies
• Office mailing, packaging, shipping, receiving
• Word processing for letters, memoranda, reports, specifications, proposals, statements of qualifications
• Preparation of fee proposals and budgets in Microsoft Excel
• Preparation and coordination of presentations
• Monthly invoicing, budget management, and preparation of budget and expense reports
• Producing documents (specifications, reports, proposals, statements of qualifications), including coordinating with preparers, organizing, collating, photocopying, assembly
• Assisting with Project Management with environmental permitting tasks including compiling comprehensive permit applications for large scale projects. Once permit applications are submitted, assistance is required to track permit processing through local, state and federal agencies and provide regular communication updates to clients and the project team.
• Responding to client requests for documents or consulting support
• Responding and coordinating resource sharing with other Moffatt & Nichol offices
• Documenting and project controls and management – organizing, maintaining and filing of hard copy and electronic files; project closeout; archival
• Coordination and management of contracts and subcontracts, certificates of insurance, project and budget set up, contract amendments, change orders
• Coordination and assembly of engineering submittals, including drawings, specifications, basis of design, cost estimates, reports, responses to review comments
• Tracking and coordination of requests for information and construction submittals
• Assistance with compiling and distributing marketing materials; both hard copy and in electronic format

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.

Qualifications

• 2 to 5 years administrative experience, preferably in a consulting AEC (Architecture, Engineering Construction) environment
• Bi-lingual in English and Portuguese
• High school diploma; Associates Degree or higher a plus
• Exceptional phone etiquette and experience operating a multi-line phone system;
• Organizational skills to work effectively and meet deadlines with frequent interruptions;
• Experience with Microsoft Word, Excel and PowerPoint required
• Initiative, be self-motivated and self-directed, and have the ability to work with a diverse group.
• Proficiency with Newforma a plus
• Proficiency with Microsoft PowerPoint a plus
• Proficiency with Deltek or similar financial management software a plus
• All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST

Working Conditions
Sedentary for prolonged period of time, interact with clients, and travel occasionally.

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. We draw from the world's best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment. Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings.