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 in administrative support roles, with proficiency in Microsoft Word and Excel. Capable of managing project documentation and accounts payable processes while ensuring effective communication and collaboration with internal teams.

Highest-signal resume keywords

Administrative Support ExperienceMicrosoft Word ProficiencyMicrosoft Excel ProficiencyProject Documentation FamiliarityAccounts Payable Experience

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office Equipment ManagementDocument Control SupportInvoice EntryMeeting CoordinationTravel Arrangement

Soft Skills

Exceptional Phone EtiquetteOrganizational SkillsEffective Communication

Tools & Technologies

Core Administrative Systems

Certifications & Qualifications

High School Diploma or Equivalent

Industry Keywords

Architecture-Engineer EnvironmentNIST 800-171 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 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 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 hotels, meals, and itineraries
Enter payable invoices into the system and code them to 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

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 Microsoft Word and Excel and core administrative systems
Familiarity with project documentation conventions and accounts-payable/invoice-entry systems
Ability to provide clear updates and adapt communication style to team needs
Ability to work with general supervision, complete assigned tasks independently within defined procedures, and escalate exceptions appropriately
Successful completion of a pre-employment post-offer background check in compliance with NIST 800-171
Legal ability to obtain employment in the U.S. and present required documentation at hire
Ability to work sedentary for prolonged periods, interact with clients, and travel occasionally

Benefits

Comp & perks

Comprehensive, highly competitive benefits package with low employee contributions
Family coverage
Low-deductible health plan option
Generous HSA match
Wellness Program with financial incentives
Monthly one-on-one sessions with nutritionists
Healthwise Pharmacist access
Mindfulness apps including Calm and BetterHelp
Free and confidential Employee Assistance Programs
Paid time off: 15 to 25 days based on experience level
7 paid holidays
Floating holiday
401(k) match
Company-paid life insurance
Tuition Reimbursement Program
Training opportunities
Leadership Development Program
Formal Mentoring program
Active Young Professionals group
Pet Insurance