Administrative Assistant

Job Description

Mott MacDonald is a global engineering, management, and development consultancy committed to delivering impactful work that shapes the future.

We are a team of over 20,000 experts working across the world in more than 50 countries.
We are proud to be part of an ever-changing global industry, delivering transformative work that’s defining our future. It’s our people who power that performance. As an employee-owned business, we invest in creating a space for everyone to feel safe and valued and empowered with the right tools and support.

Whether you want to pursue excellence in your specialism or broaden your experience with flexible roles across our business, you’ll be connected to a community of global experts championing you to be your best. Join us and shape your story with Mott MacDonald, where everyone has the opportunity to be brilliant.

Job Responsibilities

Summary

Role Purpose: Provide administrative and coordination support for PMO operations, ensuring compliance with governance standards and supporting document control activities.

Key Skills: Strong organizational skills, proficiency in MS Office and SharePoint, attention to detail, excellent communication skills.

Experience Requirements: Minimum 1+ years in administrative support roles, preferably in engineering or construction environments.

Position Overview

The Admin Support role is integral to the team, providing essential administrative assistance and coordination for global projects. This position ensures that governance documentation, reporting dashboards, and onboarding processes are executed efficiently. The role requires flexibility to manage multiple priorities and support urgent tasks while maintaining accuracy and professionalism.

Description of Duties

• Manage onboarding and accreditation processes for project team members.

• Assist with governance documentation and maintain reporting dashboards.

• Coordinate meetings, prepare agendas, and maintain accurate records.

• Manage SharePoint access and ensure proper document storage and retrieval.

• Provide administrative support for document control activities as directed by the Senior Specialist Document Control Administrator.

• Respond promptly to urgent requests and adapt to changing priorities in a fast-paced environment.

Required Qualifications

• Minimum 1+ years of experience in administrative support roles.

• Proficiency in Microsoft Office Suite and SharePoint.

• Strong organizational and time management skills.

• Excellent oral and written communication skills in English.

• Ability to work collaboratively with global teams and adapt to cultural differences.

Preferred Qualifications

• Experience in supporting PMO or document control functions within engineering or construction projects.

• Familiarity with EDMS platforms such as Aconex, ProCore, or Primavera Unifier.

• Knowledge of ISO 19650 standards and governance frameworks.

Flexible working
At Mott MacDonald, we support our staff to create work-life balance which works for them and welcome candidates looking for career flexibility. We are open to discussing flexible working at interview stage.

Our benefits package is designed to enhance your experience:

• Agile working
• Critical illness and compassionate leave
• Paternity Leave
• Group term life insurance, and Group medical insurance coverage
• Career mobility options
• Short and Long-term global employment opportunities
• Global collaboration and knowledge sharing