Office Manager

Walker Consultants • Houston, TX

22h • Onsite

About The Position

We are seeking a highly organized and proactive Office Manager to support our team. The ideal candidate will have experience in an engineering or architectural environment and a strong ability to anticipate needs before they arise. This role is primarily responsible for performing a wide range of administrative, accounting, and marketing support functions and requires exceptional communication, multitasking, and problem-solving skills. In addition, this role also requires occasional travel between our Memorial City and Clear Lake offices, as well as to our Austin and Dallas locations, as needed.

Requirements

• Associate’s or Bachelor’s Degree in Business, Marketing, or a similar field is required.
• 5+ years of experience in a professional office environment is required.
• Proficient in Microsoft Word and Excel.
• Strong office, computer, and internet research skills.
• Experience with Deltek Vision or a similar ERP/CRM system.
• Ability to train others in system usage and office procedures.
• Ability to communicate clearly and professionally, both virtually and in person.
• Excellent grammar, spelling, formatting, proofreading, and document preparation skills.
• High-level multitasking and time management skills.
• Ability to balance and prioritize short-term deadlines across multiple offices.
• Strong attention to detail and accuracy.
• Anticipates needs and takes initiative.
• Resourceful, quick-thinking, and adaptable to changing priorities under time pressure.
• Motivated, positive attitude, and willingness to help.
• Patience and flexibility in a fast-paced environment.
• Maturity to maintain confidentiality of information.
• Ability and willingness to unpack office supplies, including boxes of paper weighing 20+ pounds.

Nice To Haves

• Background in architecture or engineering preferred; familiarity with A/E terminology.
• Experience with Adobe InDesign preferred.
• Knowledge / previous experience with Bluebeam Revu

Responsibilities

• Proofread, create, and/or edit Word and Excel documents as required by the professional staff, including reports, proposals, specifications, and general correspondence, ensuring correct spelling, grammar, content, and Walker formatting. The work performed may at times be of a confidential nature.
• Create/maintain office filing systems, records retention programs, and contract compliance. This includes both digital archives and off-site storage.
• Record opportunities, plans, and projects in Deltek as required.
• Work with Project Managers to ensure contract compliance; upload executed agreements and insurance certificates to internal systems.
• Be proficient in Deltek to generate reports and support management requests.
• Maintain and manage office accounts receivable and contract compliance database.
• Respond to and direct incoming inquiries to appropriate personnel and provide primary phone coverage.
• Arrange travel when necessary.
• Serve as backup for time and expense data entry.
• Process project information for shipment via FedEx (i.e., generating shipment labels), which may require lifting in excess of 20 pounds.
• Maintain inventory of office supplies and order as needed. This may include unpacking supplies, which may require lifting in excess of 20 pounds.
• Maintain office equipment and cleanliness including but not limited to all common areas, conference rooms, wellness room, and storage areas.
• Responsible for incoming and outgoing mail.
• Complete or assist with special projects and event preparations as required.
• Coordinate with other offices and assist with special projects as required.
• May provide backup for additional clerical duties when needed.
• Various tasks as required to keep a professional office running smoothly.
• Provide incoming telephone coverage when required.
• Ensure timely processing of employee paperwork for new and terminating employees.
• Ensure all new employee forms are completed accurately and signed as required.
• Prepare for and assist with new employee orientation, using the New Employee Orientation Checklist and training material.
• Support staff with updates in Employee Self Service and notify HR of changes such as address updates, life events, or leave of absence.
• Review and process submitted staff expense reports, timesheets, and vendor invoices; monitor and resolve discrepancies.
• Work with collections to support timely accounts receivable.
• Maintain and reconcile travel records in coordination with accounting.
• Serve as the primary point of contact between project managers and project accounting regarding project setup, reporting, billing, forecasting, and budgeting.
• Maintain office billing files, including agreements, invoices, unbilled detail reports, and subcontract agreements.
• Obtain project manager approval of subcontract invoices and forward to accounting.
• Exercise appropriate purchasing controls and assist with ongoing expense management.
• Submit weekly accounts payable.
• Compile month’s end documents (copies, postage, tools, logs, etc.) and forward to accounting.
• Enter and update opportunities in Deltek and track status changes.
• Assist with RFPs, RFQs, proposals, and presentations; proofread for accuracy and consistency.
• Support planning/organizing activities, networking events, career fairs, conferences, and other meetings, as needed.

Benefits

• Annual discretionary bonus program
• Opportunity to purchase Walker stock
• Medical, dental, vision, 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
• A minimum of 3 weeks of Paid Time Off per year
• 9 paid holidays per year, including 3 paid floating holidays
• 5 days of bereavement leave and PTO Donation Bank to help during difficult times
• 100% compensation replacement during short-term disability leaves
• Paid parental leave that allows an additional week of paid time 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees