Office Administrator - Administration

Thornton Tomasetti applies engineering and scientific principles to solve the world’s challenges. An independent organization of creative thinkers and innovative doers collaborating from offices worldwide, our mission is to bring our clients' ideas to life and, in the process, lay the groundwork for a better, more resilient future. We provide support and opportunities to our employees to achieve their full potential and cultivate a rewarding career.

The Role

Thornton Tomasetti has an opportunity for an Office Administrator to support our US and UK offices. The position requires someone who is hands on and well organized in their work. They will be a strong communicator, both verbal and written, with good listening skills. The successful candidate will be adaptable, enjoy learning new processes and systems with a can-do approach to all tasks.

Responsibilities

• Set up new projects and monitor the status of existing projects in the accounting system.
• Maintain project budget, change orders and other contract modification, approvals, and any additional service-related to billing.
• Compile, analyze, & process project bills to clients monthly with appropriate backup.
• Review sub-consultant invoices for accuracy and backup documents for approval.
• Work closely with project managers to ensure that invoices are accurate.
• Maintain project billing folder and accounting system to ensure all invoices and other project related documents are readily accessible for project managers & accounting department.
• Communicate professionally with project managers, clients and other staff providing accurate information and responds timely to inquiries and completion of assignments.
• Raising and assigning of purchase orders to vendors and sub-contractors.
• Follow up with clients, investigate billing errors, resolve discrepancies, and reconcile the accounts.
• Departmental Support with the organization and execution of departmental events, meetings, and conferences.
• Coordinate and schedule meetings, appointments, and travel arrangements for department heads and team members across various departments.
• Assist with special projects as needed and provide support to other staff at our US and UK offices.
  
  

Requirements

Our ideal candidate would need excellent attention to detail, the ability to use their initiative to make decisions and enjoy multi-tasking with a demonstrated willingness to learn. Previous experience of working in an engineering consultancy would be advantageous.

Qualifications

• At least 1-3 years of proven experience as an admin assistant or in a relevant role, preferably handling multiple departments.
• Strong organizational and multitasking skills with the ability to prioritize tasks.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and in a team environment.
• Bachelor's degree or equivalent experience preferred.
  
  

Thornton Tomasetti is proud to be an equal employment workplace. Individuals seeking employment at Thornton Tomasetti are considered without regards to age, ancestry, color, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, race, religion (including beliefs and practices or the absence thereof), sexual orientation, military or veteran status, or any other characteristic protected by federal, state, or local laws.

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