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 20,000+ 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.

Our San Jose, California office is recruiting for anexperienced Office and Project Administratorto assist the local project teams. The Office and Project Administrator will organize and supervise all the administrative activities that facilitate the smooth running of the San Jose office. The Office and Project admin will be responsible for administering our management procedures to comply with our quality, environmental, information security, and health and safety accreditation.

Responsibilities include the following but are not limited to:

• Answer phone calls, and greet clients and visitors to the office.
• Receive mail and courier packages, and arrange for courier package pickup.Maintain office security by providing building access and badging for MM staff and visitors.
• Coordinate with office building management.
• Organize and coordinate staff meetings, food ordering and delivery, conference room schedules, and hotel recommendations.
• Monitor adherence to office safety, security, and environmental policies and procedures.
• Maintain office SharePoint site and roster of staff.
• Overall office management responsibilities, ensuring group standards and local legislation are adhered to.
• Undertakes and reviews office risk assessments, identifying hazards and completing actions to mitigate their risk.
• Arranges emergency procedures including fire, security and first aid
• Undertakes monthly inspections of the office, supported by the Office Director.
• Ensures staff and visitors are made aware of, and follow, Health, Safety, and Security procedures; manages staff awareness of office improvement actions
• Ensures all accidents and near misses, plus Health, Safety and Security, Environmental, and Information Security incidents are reported, recorded, and investigated.
• Ordering all IT, printing, stationery, equipment general supplies, etc. and coordinating IT support for the office when applicable.
• Process new hire materials for MM employees and conduct on-board orientation and set up for all new employees.
• Assisting with the organization of interviews/team growth (Booking meeting rooms and organizing agendas for potential candidates).
• Prepare data/information for consideration before meetings and presentation during meetings.
• First point of contact; making clients and guests feel welcome (organizing refreshments and lunches and clearing afterward).
• Supporting project managers with project administrative tasks related to setting up projects and monthly Business Management Systems updates.
• Support project managers and project teams as and when necessary to complete client-facing work.
• Manages training records and coordinates new training for all employees.
• Maintains and distributes staff availability.
• Plan and execute office and outside team events (staff meetings, lunches, BOC, team building).
• Soliciting price proposals and setting up new vendors and services as needed
• Managing organization chart changes.
• Assisting with any other tasks that are required.

We welcome applications from enthusiastic candidates with:

• Bachelor's degree in a related field or equivalent combination of education and experience preferred
• Superior personal computer and Windows skills, substantial experience with Microsoft 365 apps including Word, Excel, Outlook, and Adobe Acrobat/ Bluebeam Revu/ PDF Exchange; familiarity with ERP systems
• Confidentiality, tact, and diplomacy should be second nature
• Strong interpersonal and communicationskills - verbal and written
• Ability to prioritize duties as necessary

Salary Range: 60,000-70,000

Benefits: 401k, medical, dental and vision insurance, STD/LTD disability, holiday, PTO, parental leave and company-paid life insurance

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.
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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.

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