Join Mott MacDonald as a Project Administrator/Office Manager in Arlington, VA. In this hybrid role requiring a minimum of three days per week in the office, you will support engineering project teams and the growing Federal and Defense portfolio with project setup, contract compliance, and office administration. The expected salary is $78,000 - $96,000 per year.
Requirements
Associate or Bachelor's degree, particularly in paralegal studies, or an equivalent combination of education and experience.
Strong working knowledge of the Federal Acquisition Regulation (FAR) and related agency supplements (e.g., DFARS).
Experience supporting contract formation, compliance, and pursuit activities in the federal marketplace.
Superior computer skills including Microsoft 365, Adobe Acrobat/PDF Exchange, and SharePoint.
Strong interpersonal, communication, and independent working skills.
Skills & Responsibilities
Federal acquisition regulations (FAR/DFARS): Interpret regulations and support contract formation, compliance, and pursuit activities in the federal marketplace.
ERP and project management systems: Set up projects, maintain opportunity pipelines, and track proposals to support project lifecycle efficiency.
Legal and contract review: Support legal review of RFQs/RFPs, teaming agreements, NDAs, and subcontract agreements.
Office administration and continuity: Manage business continuity plans, safety policies, facility maintenance, and standard administrative duties.
Potential transition routes: People from paralegal, contracts administrator, or executive assistant roles may bring relevant administrative and compliance skills, alongside meeting the stated federal contracting and communication requirements.
Job description
At Mott MacDonald, we are driven by purpose and powered by brilliant people. As a trusted engineering, management, and development consultancy, we work with clients to solve complex challenges and deliver sustainable outcomes that make a meaningful difference for the communities we serve.
When you join us as an experienced professional, you will bring your expertise to work that matters while continuing to grow your career. You will collaborate with talented colleagues across disciplines and geographies, contribute your perspective, and help shape better outcomes through technical excellence, innovation, and integrity.
Build on your experience while helping shape what comes next. At Mott MacDonald, you'll work alongside talented people on complex and rewarding projects that make a real difference. We value fresh perspectives, encourage collaboration, and provide opportunities to expand your skills, take on new challenges, and grow your career. Whether you're deepening your technical expertise, broadening your leadership experience, or exploring new opportunities across our business, you'll be supported by a team that is committed to helping you succeed.
Our Arlington, VA office is recruiting for an experienced Project Administrator/Office Manager for this high-visibility position. As a member of the Support Services Team, you will assist staff and engineering project teams across the Mid-Atlantic Division with a focus on our growing Federal and Defense portfolio.
Responsibilities include but are not limited to:
Work with technical staff on project-related tasks including formatting and finalizing proposals, sub agreements, and report production; maintaining records to support project lifecycle efficiency
Work with PMs on project set up in our ERP system including maintaining the opportunity pipeline, proposal and pursuit tracking, coordination with legal department to uphold standards on contractual agreements
Assist in interpreting FAR and applicable agency supplements (e.g., DFARS) as relevant to A/E and infrastructure contracting
Support legal review of solicitations (RFQs/RFPs), teaming agreements, NDAs, and subcontract agreements
Establish and maintain System for Award Management (SAM) registration
Assist Team with internal compliance requirements, maintaining our BMS and due diligence processes
Own the office business continuity plan ensuring implementation of office safety and security policies, risk assessments and monthly inspections
Provide standard office administrative duties including coordination of staff meetings and events, fleet management tracking, maintaining inventory of office and kitchen supplies, monitor employee/visitor badges, etc.
Coordinate with property management for any maintenance requirements needed in office
Plan and execute team-building events including setup for internal meetings, lunches and other occasions as requested.
We invite applications from candidates with the following experience:
Associate or Bachelor’s degree field helpful, particularly in paralegal studies, or equivalent combination of education and experience
Strong working knowledge of the Federal Acquisition Regulation (FAR) and related agency supplements (e.g., DFARS), along with experience supporting contract formation, compliance, and pursuit activities in the federal marketplace
Self-starter with ability to foresee what is needed and meet the need before being asked
Strong interpersonal and communications skills – verbal and written
Ability to work independently maintaining a high degree of professionalism and confidentiality, while presenting strong communication and interpersonal skills
Superior computer and Windows skills, including substantial experience with standard Microsoft 365 apps (Word, Excel, PowerPoint), Adobe Acrobat/ PDF Exchange, SharePoint in an integrated system preferred
Bring your expertise, curiosity, and drive to make a difference. If you are ready to join a collaborative consultancy where your perspective is valued, your growth is supported, and you are empowered to lead with integrity, we would love to hear from you.
Benefits & Rewards
The expected salary for this position is $78,000 - $96,000.
Individual pay is determined based on several factors such as work location, education, experience, and unique skills.
In addition to base salary, Mott MacDonald offers performance-based bonuses and a comprehensive benefits package, giving employees a direct connection to our success.
Our comprehensive benefits package is designed to support the health, wellbeing, financial security, and professional growth of our employees. Eligible employees have access to medical, dental, and vision coverage, FSA and HSA accounts, company-paid life insurance, short-term and long-term disability coverage, and a competitive 401(k) plan with company matching. We also provide paid time off, paid holidays, caregiver leave, employee referral bonuses, professional registration and membership reimbursements, and tuition assistance to support continued learning and career development.
Collaboration at Our Core
At Mott MacDonald, we believe great ideas happen when we're together. Our hybrid approach centers on an in-office culture, with most of your time spent collaborating face-to-face and a minimum of three days per week in the office. We balance flexibility with connection, so you and your manager can choose how to meet clients, team, and personal commitments.
Equal opportunity is the law.
We seek to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.
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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, creed, marital status, sexual orientation, gender identity, citizenship status or disability status.
