Office Manager

Ramboll is seeking to hire an Office Manager for our Arlington, Virginia office!This opportunity will sit onsite at our downtown Arlington office, located at 4245 Fairfax Drive.We invite you to bring your strong organization and people skills into play as you help our Arlington, Virginia office function efficiently and reach our goals. To succeed in this role, you must have demonstrated capabilities to build strong relationships and promote excellence and functionality within teams.The Office Manager will have the overall responsibility for general operations and facilities supervision for our Arlington, Virginia office. The candidate will provide a high level of support to the Managing Principal of the business unit, as well as other Principals, consultants, and business support staff within the office.  Over 100 personnel, including senior corporate leaders and consultants from multiple Ramboll markets, report to the Arlington 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 smart, self-motivated, tech savvy and have high ethical standards.Responsibilities for an Office Manager include (but are not limited to) the following: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.Works with insurance broker and/or carriers regarding certificate of insurance and insurance compliance.Oversees and coordinates office renovations, repairs, and maintenance with Facilities Management Team (FM).  Answer the office main phone line and forward customer inquiries to the proper employee.Manage incoming/outgoing mail and courier packages ensuring items are routed to the correct addressee.Works with and maintains good working relationships with supply vendors and reviews/approves associated invoices.Partners with Arlington and Regional HR team and peer Office Managers on various projects and people-related matters.Supports onboarding of new employees to the Arlington office.Coordinates and supports staff working on a remote/hybrid work schedule, e.g., coordinating hot desking, assigning work spaces, managing office occupancy, etc.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 and Community Breakfasts).Directs and leads updates to office policies and procedures.Communicates office employee announcements.Serves as the primary liaison with the property management company, Arlington County, and other third parties.Maintains employee records for office access tools, on-site parking, and WMATA’s SmartBenefits commuter program.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.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 Managing Principal, FM, HR, etc.Your starting point for constant growthFrom the very beginning, we will support your personal and professional development so that you grow with the company. For this role, your starting point is:Seven to ten years of experience as an office administrator/executive assistant with supervisory experience; preferably in professional services setting.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 and, establishing priorities and meeting deadlines.Excellent word-processing and document production skills in MS Word and Adobe Acrobat.Expertise with Microsoft Office 365 (including Excel, PowerPoint, OneDrive, Teams, and Outlook) and familiarity with customer relationship management (CRM) software.Excellent written and verbal communications skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax; solid prooing and editing skills.Must demonstrate 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 5 days a week, Monday through Friday, during normal business hours. May require support of social events outside of normal business hours.Physical requirements:Reaching: Extending hands and arms in any directionStanding: Remaining upright on the feet, particularly for sustained periods of timeSitting: Remaining in a sitting position, particularly for sustained periods of timeLifting: Raising objects from a lower to a higher position or moving objects horizontally from a positionRepetitive motions: Making a substantial movement (motion) of the wrist, hands and/or fingersWelcome to our Support OrganizationWe take pride in keeping Ramboll running smoothly, enabling bright minds throughout the organization to focus on their areas of expertise as we tie together all parts of the business. We provide support within areas like Finance, HR, IT, Legal, Communication, Facility Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets.Ramboll in the AmericasAt Ramboll your professional passion powers high quality and innovation from the idea phase over strategy development to execution of projects that add the Ramboll touch on a sustainable future. Being a foundation owned company our deeply rooted core values direct us to always work from the highest ethical standards, and we trust and expect you to take responsibility and make decisions you can be proud of.How to applyApply online. Attach your resume and cover letter showcasing why you are the right fit for the role, and when you are available to start. We look forward to receiving your application!