Office Manager

Walker Consultants•Philadelphia, PA

18d•Onsite

About The Position

The Office Manager supports Walker Consultants’ professional engineering and consulting operations by managing administrative functions, day-to-day office tasks, and the office environment. The role provides operational, administrative, accounting, human resources, project management, and business development support to staff and management. It requires strong communication, organization, multitasking, and problem-solving skills, initiative, attention to detail, and discretion with confidential information. The position is based in person at Walker Consultants’ Berwyn, Pennsylvania office and reports to the Managing Principal or Director of Operations. It is full-time, 40 hours per week, Monday through Friday. The Office Manager works with professional staff, project managers, project accountants, management, HR, clients, property management, and other internal groups to keep office operations and project administration running smoothly.

Requirements

Associate’s or bachelor’s degree in Business, Marketing, or relevant professional experience.
At least 5 years of experience in a professional office environment.
Proficiency in Microsoft Word and Excel.
Strong office, computer, and internet research skills.
Experience with Deltek Vision or a similar ERP/CRM system.
Ability to communicate clearly and professionally, both virtually and in person.
Excellent grammar, spelling, formatting, proofreading, and document-preparation skills.
Strong multitasking and time-management skills, including balancing and prioritizing short-term deadlines across multiple offices.
Strong attention to detail and accuracy.
Ability to anticipate needs, take initiative within company standards and procedures, and adapt to changing priorities under pressure.
Resourcefulness, quick thinking, a positive attitude, willingness to help, patience, and flexibility in a fast-paced environment.
Maturity and discretion to maintain confidentiality.
Ability and willingness to unpack office supplies, including boxes of paper weighing more than 20 pounds.

Nice To Haves

Background in architecture or engineering and familiarity with architecture/engineering terminology.
Knowledge of or previous experience with Bluebeam Revu.
Ability to train others in system usage and office procedures.
Experience with Adobe InDesign.

Responsibilities

Proofread, create, and edit Word and Excel documents, including reports, proposals, specifications, and correspondence, ensuring accuracy and Walker formatting.
Create and maintain office filing systems, records-retention programs, digital archives, offsite storage, and contract-compliance records.
Record and track opportunities, plans, projects, clients, and business-development activities in Deltek as needed.
Work with project managers to ensure contract compliance; upload executed agreements and insurance certificates to internal systems and Deltek, and request new or renewed certificates of insurance.
Generate Deltek reports and lists for management and provide administrative support to staff and projects.
Maintain office accounts receivable and the contract-compliance database; support collection efforts and timely payment of outstanding invoices.
Serve as the onsite contact for property management and building issues, including maintenance requests and suite access.
Respond to and direct incoming inquiries, provide primary phone coverage, and arrange travel when necessary.
Prepare project information for shipment, including generating FedEx labels; receive and send office mail.
Maintain office-supply inventory and place orders; facilitate Walker Store orders and ensure correct billing.
Maintain office equipment and the cleanliness of common areas, conference rooms, kitchen, and storage areas.
Complete special projects and assist with office and Walker event preparations; provide backup clerical support as needed.
Review and process staff expense reports and timesheets in accordance with company policies.
Process overhead invoices, monitor and resolve discrepancies, submit weekly accounts payable, and coordinate travel-record maintenance and reconciliation with accounting.
Serve as the primary point of contact between project managers and Project Accounting for project setup, reporting, billing, forecasting, and budgeting.
Work with project managers to review and approve project vendor invoices, forwarding them to accounting with required forms, approvals, and supporting documentation.
Exercise purchasing controls, assist the Managing Principal with budget management, and compile and forward month-end documents to accounting.
Coordinate new-employee pre-hire activities with HR, the Business Technology Group, and office leadership, including onboarding schedules and workspace setup.
Conduct new-hire orientation during the employee’s first week, process paperwork, and train staff on project initiation, timesheets, expense reports, and office and company procedures.
Assist with benefit open enrollment and coordinate timely employee-life-event documentation with HR.
Support project managers and project accountants with project numbers, initiation, planning, reporting, billing, revenue forecasts, budgeting, project close, and related administrative needs.
Ensure project opening and closing steps are completed on time and manage project-manager compliance with Attribute/Deliverables/Quality Management Review, Safe Work Plans, and Project Close.
Oversee office occupancy management and space planning; participate in annual office budget preparation and the Business Plan as requested by the Managing Principal.
Assist with RFPs, RFQs, proposals, and presentations; proofread for accuracy and consistency.
Support planning and organization of networking events, career fairs, conferences, and other meetings, and assist with researching potential clients, markets, and opportunities.

Benefits

Annual discretionary bonus program.
Opportunity to purchase Walker stock; Walker is 100% employee-owned.
Medical, dental, and vision insurance.
Company-paid life insurance.
Mental wellness benefits.
Health Savings Account with company contribution.
401(k) with company match.
Flexible Spending Accounts and Commuter Spending Accounts.
529 college savings plan.
At least three weeks of paid time off per year.
Nine paid holidays per year, including three paid floating holidays.
Five days of bereavement leave and a PTO Donation Bank.
100% compensation replacement during short-term disability leaves.
Paid parental leave providing an additional week of paid leave alongside short-term disability leave and/or applicable state paid leave programs.
Paid community involvement hours.
Tuition and licensure reimbursement and sponsorship of professional memberships.
Internal conferences and professional development opportunities.
Employee Resource Groups and Affinity Groups.