Administrative Office Manager

VHB•Princeton, NJ

9d•Hybrid

About The Position

VHB is seeking an Administrative Office Manager to join our team in Princeton, NJ! The Administrative Office Manager will manage and coordinate the work of administrative staff for one or more functional areas or teams and support the office on administrative matters. The Administrative Office Manager carries out supervisory responsibilities including planning, assigning, and directing work, evaluating performance, coaching, and mentoring. You will also assist project managers (PMs) with the preparation of budgets, project setup, project schedules, and contracts/subcontracts. Project-specific responsibilities include but are not limited to: Maintaining tracking log for proposals, project contracts, contract amendments, and other project-related records and documents Assisting PM with creating and tracking business development pipeline Prepare, amend, and review project-related contracts and agreements to ensure completeness and quality Coordinating and scheduling with other departments/teams for project-related needs and meetings Assist with preparing budgets and project timetables, tracking project progress and status updates Arrangements for senior leaders Assists with new employee preparation and onboarding General responsibilities include but are not limited to: Understanding VHB’s organizational structure, policies, and practices and adhering to those all matters Maintaining calendars and coordinating travel for senior leaders Receives, prepares, and responds to internal and external communication in a timely manner Produce and prepare reports, spreadsheets, presentations, and other requested documents Assists with building management and facilities tasks, which may include building security, office supply, and equipment procurement, and other office services

Requirements

Highly skilled with Microsoft Office Suite and Adobe Acrobat
Team-oriented with the ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers
Self-motivated, highly organized, and detail-oriented
Ability to mentor and coach others
Ability to handle complex client requirements and assist in leading project teams
Advanced knowledge, skills, and understanding of project management
Experience maintaining and updating electronic filing systems
Exceptional customer service abilities with an emphasis on a timely response
Critical thinking and problem-solving skills
Excellent verbal, written, and interpersonal communication skills
Skills and knowledge must be commensurate with the required experience and job level
8+ years of office administration experience, preferably in the AEC industry
High School diploma

Nice To Haves

Associate’s or Bachelor's degree preferred
Supervisory experience preferred

Responsibilities

Manage and coordinate the work of administrative staff
Support the office on administrative matters
Carry out supervisory responsibilities including planning, assigning, and directing work, evaluating performance, coaching, and mentoring
Assist project managers (PMs) with the preparation of budgets, project setup, project schedules, and contracts/subcontracts
Maintaining tracking log for proposals, project contracts, contract amendments, and other project-related records and documents
Assisting PM with creating and tracking business development pipeline
Prepare, amend, and review project-related contracts and agreements to ensure completeness and quality
Coordinating and scheduling with other departments/teams for project-related needs and meetings
Assist with preparing budgets and project timetables, tracking project progress and status updates
Arrangements for senior leaders
Assists with new employee preparation and onboarding
Understanding VHB’s organizational structure, policies, and practices and adhering to those all matters
Maintaining calendars and coordinating travel for senior leaders
Receives, prepares, and responds to internal and external communication in a timely manner
Produce and prepare reports, spreadsheets, presentations, and other requested documents
Assists with building management and facilities tasks, which may include building security, office supply, and equipment procurement, and other office services