Office Assistant - Administration at Thornton Tomasetti in Boston, Massachusetts

Job Description:

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.


As an Office Assistant, you will be the face of our Boston office, support the technical engineering staff with new project pursuits, and help with other administrative management tasks. Your role plays an important part in ensuring seamless office operations, making a positive first impression with our clients and visitors, and leading the upkeep of common office spaces. It would help if you enjoyed building relationships and collaborating internally with leaders, managers, and technical staff, and collaborating externally with clients, customers, subconsultants, and vendors. This is a fully in-office role.


Responsibilities:

• Coordinate RFPs/proposals internally and with Marketing, including data entry in Microsoft Dynamics, and keep track of open and submitted proposals.
  
  


• Follow up with clients to get proposals and contracts signed and properly filed.
  
  


• Liaise with other TT departments including Marketing, Legal, Accounting, and the Talent Team.
  
  


• Follow up with clients on invoices and assist in collecting outstanding payments.
  
  


• Administrative support on complex projects, including coordinating and managing invoicing.
  
  


• Assist with administrative tasks for technical staff, including travel arrangements and processing expenses.
  
  


• Coordinate deliveries and visitors to the office, greet and welcome guests as soon as they arrive at the office, and answer, screen, and forward incoming phone calls.
  
  


• Maintain reception area, kitchen/Town Hall, breakout areas, and conference rooms.
  
  


• Stock office and kitchen supplies.
  
  


• Coordinate with buildings and vendors in the case of maintenance issues.
  
  

Requirements:

• 2-6 years of experience in administration and team coordination.
  
  


• Proven ability to multitask, define successful workflows related to office operations, and proactively solve problems.
  
  


• Strong interpersonal skills, with demonstrated ability to work effectively and collaboratively with diverse team members and external parties operating in a matrix organizational structure.
  
  


• Proficiency in Microsoft Office Suite.
  
  


• Excellent organizational skills.
  
  


• Excellent written and verbal communication skills
  
  


• Flexibility in juggling deadlines and changing priorities.
  
  

Benefits


Depending on your employment status, benefits may include:

• Medical, Dental, Vision, Life, AD&D, Disability and other voluntary benefits
  
  


• Flexible Spending Accounts for Medical & Childcare
  
  


• Paid Time Off, Family Leave for New Parents, Volunteer Time
  
  


• Tuition Reimbursement
  
  


• Commuter Transit (where available)
  
  


• 401k retirement savings with Company matching on employee contributions and/or qualified student loan repayments
  
  


• Fitness Reimbursement
  
  


• And other various wellness, diversity/inclusion and employee resource programs and initiatives
  
  

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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