Office Manager/Accounting & Project Manager

Ramboll

2d•$58,000 - $80,000•Onsite

About The Position

Atlanta, Georgia, USA This position requires the candidate to be in the office at least 4 days per week. Our address is 2300 Windy Ridge Parkway SE, Suite 1155 North, Atlanta, GA 30339. We invite you to bring your strong organization and people skills into play as you help our local Atlanta, Georgia office and broader Southeast offices function more efficiently to 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 Atlanta, Georgia office while providing remote support to our Raleigh, NC and Tampa, FL offices as well. The candidate will provide a high level of support to office leadership teams and other management, consulting, and business support staff within the 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. Accounting and project management experience (procurement, budgeting/scheduling, etc.) is required for this role.

Requirements

Five or more years of experience as an office administrator/executive assistant. Supervisory experience a plus; preferably in a professional services setting.
Accounting and project management experience (procurement, budgeting/scheduling, etc.)
Experience using CRM software and/or Maconomy (or other corporate accounting system)
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.
Strong customer skills/mindset; prior experience in a professional client services type of role is preferred.
Expertise with Microsoft Office 365 (including Word, Excel, PowerPoint, OneDrive, Teams, and Outlook) and familiarity with customer relationship management (CRM) software and Maconomy (or similar business accounting software platforms).
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 be able to multi-task and demonstrate the 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 4 days a week, Monday through Friday, during normal business hours. Occasionally it requires support of social events outside of normal business hours.
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

Responsibilities

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.
Enters client information into the Customer Relationship Management (CRM) system and creates reports as requested.
Uses Maconomy (corporate accounting system) to support project managers as needed. Will liaise between project accountants' local staff as needed to provide cursory information about project status and budgets.
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 Atlanta office intranet page.
Supports onboarding of new employees to the Atlanta office.
Works with insurance broker and/or carriers regarding certificates of insurance and insurance compliance.
Oversees and coordinates local office renovations, repairs, and maintenance in collaboration with the Workplace Management team.
Answers the office main phone line and forwards customer inquiries to the proper employee.
Manages 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. Will function as SupplHi (Ramboll online purchase order procurement system) liaison between our Americas procurement group and staff. This role will serve to personally learn, maintain, and train local staff on the system as needed.
Partners with 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 workspaces, and managing office occupancy.
Serves as the primary liaison with the property management company and other third parties.
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.
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, Workplace Management, HR, etc.