Administrative Manager

Ramboll•Plainsboro Township, NJ

7h•$65,000 - $75,000•Onsite

About The Position

Ramboll is seeking an Administrative Manager for our Princeton, New Jersey office. Work experience in an engineering and consulting environment is preferred but not required. This position requires daily (Monday - Friday) on-site presence and is not eligible for hybrid work due to specific office needs. The Princeton office space is a large office with 40 workstations and conference rooms. We invite you to bring your office management background, document production experience, and people skills into play as you provide oversight of the day-to-day administrative operation and efficiency of our Princeton, NJ office in collaboration with the regional administrative manager and other leaders. To succeed in this role, you must have experience with managing an office space, demonstrated capabilities to independently build strong relationships, promote excellence, and effectively operate in a matrix environment that encourages collaboration. Experience with proposal, presentation, and report preparation (document formatting, editing, and reviewing) is also required. The ideal candidate will be solution-based, resourceful, self-motivated, and will provide a professional presence for employees and visitors on a daily basis.

Requirements

At least 5 years of experience as an office administrator/executive assistant. Previous work in an engineering and consulting context is beneficial.
Experienced document production skills with expertise using Microsoft Office 365 (including Excel, PowerPoint, OneDrive, Teams, and Outlook, Adobe).
Strong administrative project management and task leadership experience.
Well-developed leadership, organizational and planning skills with consistent attention to detail as well as establishing priorities and meeting deadlines.
Experience with planning meetings as well as business and employee events.
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 consistently demonstrated poise, tact, and diplomacy.
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

Nice To Haves

Previous work in an engineering and consulting context is beneficial.
Familiarity with a customer relationship management (CRM) software system is beneficial.
A bachelor’s degree is preferred in business, communications, marketing, or a related field. An associate degree or equivalent experience will also be considered.

Responsibilities

Organize and manage employee engagement activities, internal and client meetings and social events. This can include coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc.
Maintain the office space, workstations, kitchen area and conference rooms, and stock supplies.
Act as the primary point of contact for the property manager and collaborate with the Workplace Management team as needed. Provide office oversight by identifying issues that may need to be addressed and coordinate local office renovations, repairs, and maintenance.
Provide occasional administrative support to the Philadelphia office with facility-related requests.
Office-wide communications and management of general voicemails for the main phone line.
Manage visitor reception including building access, mail, and deliveries.
Vehicle administration: support field vehicle registrations and servicing and the EZ Pass reconciliation process.
Employee onboarding/offboarding.
Process vendor invoices and prepare reconciliation reports.
Support employees with registering and following up on IT service ticket issues.
Timesheet administration: assist with timesheet follow-up with employees to ensure timely submission.
As an integral part of the regional business support team, you will assist with daily requests that are sent to the team.
Preparation of proposals, presentations, and reports and using Ramboll branded templates, Microsoft Word, Excel, PowerPoint and Adobe that may include graphics and tables. This includes document formatting and editing, reviewing for compliance with Ramboll branding standards, grammar, and punctuation.
Provide support with creating and updating Ramboll employee resumes and profiles used for use in proposals, project sheets, and marketing material.