Administrative Assistant

Reference JOB-19108

Location New York City

Job Type Administrative

RCS Staffing has an immediate need for an Administrative Assistant in New York City, NY. This is a full-time, onsite, contract assignment with our client.

Overview of YOUR role as a Administrative Assistant:

The Administrative Assistant will lead or provide support to many of the overall front of house office responsibilities and provide business management support when requested. You will organize and supervise all the administrative activities that facilitate the smooth running of the office and will be responsible for administering our management procedures to comply with our quality, environmental, information security and health and safety accreditation.

As a Administrative Assistant YOU will:

  • Answer phone calls, greet clients and visitors to the office.
  • Order and maintain stock of office and kitchen supplies.
  • Provide assistance with computers and office equipment.
  • Receive mail and courier packages, 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.
  • Provide any other office administrative duty as needed.
  • 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 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 and 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.
  • First point of contact; making clients and guests feel welcome (organizing refreshments and lunches and clearing afterwards).
  • Assisting project teams as and when necessary to complete client facing work.
  • Maintains staff availability.
  • Set up SharePoint Sites
  • Plan and execute in-office and outside team-building events, provide support to ECP group (staff meetings, lunches, BOC, team building).
  • Soliciting price proposals and setting up new vendors and services as needed
  • Assisting with any other tasks that are required.
  • Assist formatting reports and reviewing documents for completeness and conformity with the Mott MacDonald brand.
  • Provide project administrative support as needed.

YOU are the ideal Administrative Assistant candidate if you have:

  • Proven experience in a relevant, similar role
  • Computer literate, proficient in Microsoft Word and Excel, PowerPoint and other MS software and packages.
  • Well organized and efficient with excellent coordination and planning skills and attention to detail.
  • A professional and courteous manner, to colleagues and clients, in person and in all communications.
  • Flexible attitude to undertake a wide range of tasks within the office.
  • Ability to use own initiative and ability to maintain confidentiality, impartiality and discretion.

It’s a BONUS if you have:

  • Bluebeam Revu Experience
  • PDF Exchange Experience

About Our CLIENT

Our Client is an experts in engineering, management, and development services supporting multisector project work. Sustainability and innovation are at the heart of all of our sectors which, in North America include Advisory, Built Environment, Energy, Transportation, and Water.

Who WE Are

RCS Staffing is a certified Women-Owned Small Business (WOSB) specializing in the recruitment of professionals for best-of-class companies throughout the United States. Since 1994, RCS recruits top talent for direct hire, temp-to-perm and contract staffing positions and provides customized payroll services. Our Recruiting Specialties consist of all Engineering Disciplines, Project Management, Project Controls, Information Technology, Energy Efficiency and Business Professionals.

RCS is an equal opportunity employer that prohibits discrimination and harassment of any type. RCS recruits, hires, and promotes for all positions without regard to race, color, religion, creed, national origin, citizenship status, disability, military status, veteran status, marital status, sexual orientation, gender identity, sex, genetic information or age. All terms and conditions of employment such as compensation, benefits, work assignment, availability of facilities and privileges of employment are administered on the same basis of equality.

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