• Job Description

  Req#: 465699

  Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively searching for a Project Administrator in our Costa Mesa, CA Office, who will provide internal and external clients with detail-oriented support; have a proactive approach to assist team members; and take pride with contributing to the success of projects.

  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. The firm is currently ranked Engineering News Record #1 for Marine & Port Facilities and Top 20 for Transportation.

  Moffatt & Nichol's professional staff includes engineers, planners, administrators, and scientists 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.

  General team support:

  • Document archiving / Document management – Project, office, professional activities for PICs
  • Complex scheduling for PIC’s professional activities
  • Organize and support regular technical meetings, assist in note taking when appropriate
  • Travel arrangements and Expense reports for Senior Staff
  • Organize, set up project meetings as needed
  • Develop draft teaming agreements as directed by PM for legal review
  • Assist in developing and updating project plates for marketing
  • Assist in retrieving and updating resumes for specific pursuits

  Project execution support:

  • Prepare and proofread documents with high proficiency
  • Maintain electronic files for PM’s and Projects
  • Document meeting notes as needed
  • Assist PM as needed in the review of subcontractor invoices, review of the prebills, preparing progress reports, both financially and project related, as needed
  • Assistance with QMS items: project folder set-up, preparation of Project Plans and Project Quality Plans

  Job Procurement Support:

  • BST10 Smart Client: Setup Project number request in BST, Setup budget worksheets, Setup Opportunity, Setup Pursuit Number Request, and develop project plans with assistance from PIC or PM
  • Maintain on-call contract sheet for PICs, maintain costing sheets with correct rates for team to use for cost estimates, track overall contract budget
  • Submit contracts for review
  • Setup vendors and subcontractors for each project

  Assist with General Office Items:

  • Assist with mail sorting, domestic and international shipping
  • Workstation set-up for new hires / workstation breakdown for departing employees
  • Maintenance of office equipment such as photocopiers, coffee brewers, etc.
  • General meeting and Special event support, including meal orders, conference room set-up and breakdown
  • Assist with overflow of invoice uploading to CRM system
  • Work share and coverage as needed with other administrative staff in the region – may be required to work periodically from another office in the region and be able to cover West Coast main phone lines for breaks, PTO, etc.

  Other duties:

  Please note this job description 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:

  • Minimum 2 years working in a project-oriented environment, preferably in the AEC industry
  • Strong skills in Microsoft Office, including MS Outlook, Word, and Excel
  • The ability to quickly learn industry specific software
  • Bachelor’s degree, preferred
  • The ability to work in office Monday thru Friday 8:00 until 5:00 pm
  • 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:

  $27 to $34 per hour based on years of experience, level of education obtained, professional registration, and meeting required qualifications in the job description.

  Base salary range only applicable for candidates who will be hired and working in the California market.

  Working conditions:

  The work takes place in an office environment.

  Physical requirements:

  Required to sit for extended periods of time in standard office setting. Able to lift 10-20 pounds.

  
  

  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. 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.

  EEO is the LAW

  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.

• About the company

  With 35 office locations throughout North America, Europe, Latin America and the Pacific Rim, Moffatt & Nichol's practice has expanded to support the larger demands of the goods movement industry globally. Today, with a portfolio of more than 6,000...

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