Sr. Office Administrator

Ramboll•Seattle, WA

5d•$76,000 - $95,397•Hybrid

About The Position

The Office Administrator plays a key role in ensuring the smooth and effective operation of Ramboll’s Pacific Northwest (PNW) offices by serving as a central point of contact for operational, administrative, and office support needs. This highly organized and collaborative professional will help coordinate day to day activities, anticipate and resolve issues, prioritize competing demands, and provide responsive support to employees and leaders across the region. Success in this role requires strong problem solving, communication, organization, prioritization, and multitasking skills, along with the ability to work independently and effectively across multiple office locations. The position is primarily based in our downtown Seattle office and provides support across the PNW, including the Seattle Annex field office in Georgetown and our satellite office in Vancouver, WA. The responsibilities outlined below represent the most common duties associated with the position but are not intended to be all inclusive.

Requirements

Advanced Microsoft Office skills, including the use of Word styles, Excel spreadsheet formulas, Outlook calendar functions, and PowerPoint slides.
Proficiency with Adobe Acrobat Professional.
Keen eye for detail, and experience editing and proofreading lengthy documents with focus on format, spelling, sentence syntax/structure, and grammar.
Ability to take instruction from multiple sources and establish priorities.
Excellent time management skills, including recognition of opportunities to streamline and improve process efficiencies.

Nice To Haves

Familiarity with CRM systems and Maconomy are a plus.

Responsibilities

Manage day to day office operations, including supplies, equipment, vendors, office procedures, and overall organization and appearance.
Serve as a primary point of contact for Ramboll support functions, including IT, Accounting, Human Resources, Facilities Management, and external vendors.
Coordinate with property management and Facilities Management on routine office needs, maintenance, and larger facilities projects.
Support health, safety, and security (HSS) activities, including training, documentation, emergency preparedness, and location specific planning.
Provide reception and general office support, including welcoming visitors, answering calls, managing mail and shipments, and directing inquiries to the appropriate contacts.
Coordinate meetings, staff events, and client visits, including scheduling, room arrangements, catering, technology, materials, and set up.
Support employee travel, office calendars, contacts, project file organization, and records management.
Partner with Human Resources and local teams to support recruiting activities, including interview scheduling, candidate visits, security clearances, and new hire coordination.
Coordinate new employee onboarding, including HR requirements, IT setup, and office procedures.
Support conferences, career events, and other business activities by coordinating logistics, shipments, and marketing materials.
Manage office programs and administrative needs, including transit benefits, business licenses, and Certificates of Insurance.
Provide administrative support for client deliverables, proposals, and reports, including formatting, proofreading, quality control, document preparation, and data entry.
Prepare routine correspondence, presentations, tables, figures, and other materials using Ramboll templates and standards.
Support local business and accounting activities, including opportunity and project setup, invoice processing, vendor follow up, and coordination with the Business Finance team.
Coordinate employee service recognition and awards.
Provide occasional administrative support for PNW client deliverables and projects in coordination with administrative teams across the region.
Take on additional operational and administrative responsibilities as needed to support the PNW offices and business.