Administrative Assistant

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

Our support services teams are the backbone of Mott MacDonald's operations. We are looking to welcome an Administrative Assistant to be based in our Houston, TX office.

Your duties will include:

• Administer and process timesheets, invoices and expense reimbursements
• Coordinate with field staff, supervisors, other administrators and the billing department for edits and updates to weekly time and expenses submissions
• Maintain progress tracking and status documentation
• Understand varying client rates and expense reimbursements/allowances and check against field staff time and expense sheets accordingly
• Assist formatting reports and reviewing documents for completeness and conformity with the Mott MacDonald brand
• Provide proposal support, including coordination of potential sub-consultants, completion of administrative forms and assembly and submission of final proposals
• Coordinate staff meetings, meeting food ordering and coordination, conference room schedules, and hotel/travel bookings
• Monitor adherence to office safety, security, and environmental policies and procedures
• Maintain office SharePoint site, and roster of staff
• Assist project managers with Business Management System (BMS) compliance
• Assist project managers and the development team with internal project and opportunity management system
• Provide monthly accrual of charges to MM accounting. Send all invoices to be entered in Connect Business
• Calculate amounts on the equipment invoices to prepare a purchase order to process the invoices via Accounts Payable
• Prepare purchase orders for sales invoices charged to projects.
• Process all invoices monthly for payment
• Provide any other office administrative duty as needed

We invite applications from candidates with the following experience:

• Background in administrative and general office skills
• Document management/QA skills are a plus
• Minimum education of a high school diploma or GED equivalent
• Previous experience processing time and expenses are an advantage
• Proficiency in Microsoft Office applications (Outlook, Word, and Excel)
• Strong attention to detail, organizational, and QA/QC skills
• Strong interpersonal, and written and verbal communication skills
• Must be authorized to work in the United States
• Strong interpersonal and communications skills - verbal and written
• Experience with electronic document management systems software is preferred

Our teams are comprised of bright and enthusiastic people who wish to make a difference to the world that we live in. If you share that vision and don't have all the experience outlined in this posting, we still want to hear from you!

Let's discuss how we can help you take the next step in your career and how you can participate in an exciting new chapter for Mott MacDonald in North America

Equal opportunity is the law.

We seek 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.

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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.