Office Manager

Walker Consultants•Lone Tree, CO

8d•$75,000 - $85,000•Onsite

About The Position

We are seeking a highly organized and proactive Office Manager to support our Denver, Phoenix, and Seattle teams. 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 human resource support functions and requires exceptional communication (both confidential and open), multitasking, and problem-solving skills. This role sits in our Denver office and will require occasional travel to our Phoenix and Seattle offices.

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

Responsibilities

Train and manage administrative support staff.
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.
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.
Arrange travel when necessary.
Process package information for shipment via FedEx (i.e., generating shipment labels), which may require lifting in excess of 20 pounds.
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.
Review and process submitted staff expense reports, timesheets, and vendor invoices; monitor and resolve discrepancies.
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.
Work with collections to support timely accounts receivable.
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.
Maintain and reconcile travel records in coordination with accounting.
Compile month-end documents (copies, postage, tools, logs, etc.) and forward to accounting.
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 New Hire Training materials.
Support staff with updates in Employee Self Service and notify HR of changes such as address updates, life events, or leave of absence.
Act as backup for the Marketing department, entering and updating opportunities in Deltek and tracking status changes.
Assist with RFPs, RFQs, proposals, and presentations; proofread for accuracy and consistency, as needed.
Support planning/organizing activities, networking events, career fairs, conferences, and other meetings, as needed.

Benefits

Annual discretionary bonus program
Opportunity to purchase Walker stock – Walker is 100% employee-owned!
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