Administrative Assistant – AEC Industry

Moffatt & Nichol

. Provide front-line administrative support, including phone coverage, mail handling, and supply ordering .

Posted 10/14/2026full-timeRichmond • Virginia • United StatesMid-LevelSenior💰 $25 - $33 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and multitasking abilities while providing comprehensive administrative support, including project documentation and invoice management. Proficient in standard office software and capable of adapting communication styles to meet team needs.

Highest-signal resume keywords

Administrative Support ExperienceMicrosoft Word ProficiencyMicrosoft Excel ProficiencyProject Documentation FamiliarityInvoice Entry Systems Knowledge

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office Supply ManagementDocument Control SupportMeeting CoordinationTravel ArrangementInvoice CodingMail HandlingPhone CoverageData GatheringTechnical Proposal OrganizationConference Room Scheduling

Soft Skills

Exceptional Phone EtiquetteOrganizational SkillsEffective CommunicationAdaptabilityIndependence

Certifications & Qualifications

High School Diploma or Equivalent

Industry Keywords

Architecture-Engineer EnvironmentNIST 800-171 ComplianceOnboarding LogisticsClient InteractionBackground Check Compliance

About the role

Key responsibilities & impact

Provide front-line administrative support, including phone coverage, mail handling, and supply ordering
Collaborate with internal IT to troubleshoot and maintain office and computer equipment
Manage meeting scheduling, logistics, coordination, catering, and setup
Liaise with corporate services including Accounting and Human Resources
Maintain, order, and manage office and kitchen equipment and supplies
Provide project and document control support by gathering data, completing digital documents, and organizing and collating technical or proposal materials
Prepare mailing and transmittal packages, create job folders, and scan, print, and copy documents
Track project and task deadlines and set up reminder systems
Maintain and schedule conference rooms for team and client meetings
Arrange travel, including booking hotels, meals, and itineraries for client meetings and office functions
Enter payable invoices into the system, coding them to the correct office and project codes
Upload invoices to the accounting system and track submission status
Collaborate with IT and HR on new-employee office setup, onboarding paperwork, and orientation logistics
Escalate exceptions or non-standard issues to a supervisor as they arise
Work without direct reports under general supervision

Requirements

What you’ll need

High school diploma or equivalent required
Typically 3–5 years of administrative or office support experience, preferably in an Architecture-Engineer environment
Exceptional phone etiquette
Organizational skills to multitask, work effectively, and meet deadlines with frequent interruptions
Proficient in core administrative systems and standard office software, including Microsoft Word and Excel
Developing familiarity with project documentation conventions and accounts-payable/invoice-entry systems
Provides clear updates and adapts communication style to team needs
Works with general supervision, completing assigned tasks independently within defined procedures and escalating exceptions appropriately
Successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
Legal ability to obtain employment in the U.S. and present the required documentation at hire
Sedentary for prolonged periods, interaction with clients, and occasional travel

Benefits

Comp & perks

Comprehensive, highly competitive benefits package with low employee contributions
Family coverage available
Low-deductible plan available
Generous HSA match
Wellness Program with financial incentives
Monthly one-on-one sessions with nutritionists
Access to a Healthwise Pharmacist
Mindfulness apps like The Calm and BetterHelp
Free and confidential Employee Assistance Programs for counseling and support
Paid time off (15 to 25 days based on experience level)
Paid Holidays (7)
Floating holiday
401(k) match
Life Insurance coverage, fully paid by the company
Tuition Reimbursement Program
Training opportunities
Leadership Development Program
Formal Mentoring program
Active YP (Young Professionals) group
Pet Insurance