Office Manager

Ramboll is seeking to hire an Office Manager for our Arlington, Virginia office!

This opportunity will reside onsite at our Arlington (Ballston) office, located at 4245 Fairfax Drive.

We invite you to bring your strong organization and people skills into play as you help our Arlington, Virginia office function efficiently and reach our goals. To effectively succeed in this role, you must have demonstrated capabilities to independently build strong relationships, promote excellence and functionality within teams ,and operate within a matrix environment, which includes driving collaboration and cooperation. The Office Manager will have the overall responsibility for general office operations and facilities supervision for Ramboll's Arlington, Virginia office. The candidate will provide a high level of support to the leadership of the office, as well as other management, consulting and business support staff within the office (over 100 personnel report into the Arlington office) The position has responsibility for ensuring that all levels of staff have the tools, supplies, and administrative support necessary to efficiently complete their projects. The ideal candidate will be resourceful, self-motivated, tech savvy and have high ethical standards.

Responsibilities for an Office Manager include (but are not limited to) the following:

• Organizes, leads, and supports administrative team projects and workflow to meet the needs of numerous internal clients as aligned with overall business goals and objectives.
• Supports internal and client meetings by coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc. Serves as the meeting point-of-contact for IT and building management support during meetings.
• Prepares for and schedules office business activities, including travel arrangements, internal business meetings, guest/client travel and accommodations, business appointments, and office social activities (e.g., Happy Hours, Community Breakfasts and holiday events).
• Directs and leads updates to office-related policies and procedures.
• Communicates office employee announcements and maintains the Arlington office intranet page.
• Supports onboarding of new employees to the Arlington officeWorks with insurance broker and/or carriers regarding certificate of insurance and insurance compliance.
• Oversees and coordinates local office renovations, repairs, and maintenance with Facilities Management Team (FM).
• Answers the office main phone line and forwards customer inquiries to the proper employee.
• Manage incoming/outgoing mail and courier packages ensuring items are routed to the correct addressee.
• Works with and maintains strong working relationships with supply vendors and reviews/approves associated invoices.
• Partners with Arlington and Regional HR team and peer Office Managers on various projects and people-related matters.
• Coordinates and supports staff working on a remote/hybrid work schedule, e.g., coordinating hot desking, assigning work spaces, managing office occupancy.
• Serves as the primary liaison with the property management company, Arlington County, and other third parties.
• Maintains employee records for office access tools, on-site parking, and WMATA's SmartBenefits commuter program.
• Supports office consulting staff with submission of expense reports, and other internal administrative tasks.
• Supports preparation of client and bid deliverables, including document formatting and finalization.
• Enters client information into the Customer Relationship Management (CRM) system and creates reports as requested.
• Works with consulting staff to identify needed services, coordinate provision of those services with IT and other Ramboll support organizations, and identifies any gaps in service, so that they can be resolved by the leadership team, FM, HR, etc.

Your starting point for constant growth

From the very beginning, we will support your personal and professional development so that you grow with the company. For this role, your starting point is:

• Seven to ten years of experience as an office administrator/executive assistant. Supervisory experience a plus; preferably in a professional services setting.
• BS degree preferred in business, communications, or relevant field. AA degree or equivalent experience considered.
• Strong administrative project management and task leadership experience.
• Well-developed leadership, organizational and planning skills with continual attention to detail as well as establishing priorities and meeting deadlines.
• Excellent word-processing and document production skills in MS Word and Adobe Acrobat.
• Expertise with Microsoft Office 365 (including Excel, PowerPoint, OneDrive, Teams, and Outlook) and familiarity with customer relationship management (CRM) software.
• Ability to troubleshoot office equipment (e.g., copiers/printers) and assist with setting up virtual meetings in conference rooms.
• Excellent written and verbal communications skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax; solid proofreading and editing skills.
• Must demonstrate ability to juggle multiple competing tasks and demands.
• Ability to take ownership and work independently with minimal supervision and direction.
• Must have high level of discretion to handle sensitive and confidential situations.
• Position requires continually demonstrated poise, tact, and diplomacy.
• This position is required to be in the office 5 days a week, Monday through Friday, during normal business hours. Occasionally requires support of social events outside of normal business hours.
• Physical requirements:
  • Reaching: Extending hands and arms in any direction
  • Standing: Remaining upright on the feet, particularly for sustained periods of time
  • Sitting: Remaining in a sitting position, particularly for sustained periods of time
  • Lifting: Raising objects from a lower to a higher position or moving objects horizontally from a position
  • Repetitive motions: Making a substantial movement (motion) of the wrist, hands and/or fingers

Welcome to our Support Organization

We take pride in keeping Ramboll running smoothly, enabling bright minds throughout the organization to focus on their areas of expertise as we tie together all parts of the business. We provide support within areas like Finance, HR, IT, Legal, Communication, Facilities Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets.

Ramboll in the Americas

At Ramboll your professional passion powers high quality and innovation from the idea phase over strategy development to execution of projects that add the Ramboll touch on a sustainable future. Being a foundation owned company our deeply rooted core values direct us to always work from the highest ethical standards, and we trust and expect you to take responsibility and make decisions you can be proud of.

How to apply

Apply online. Attach your resume and cover letter showcasing why you are the right fit for the role, and when you areavailable to start. We look forward to receiving your application!