Office Manager

Company Description

Develop your excellence in our collaborative, inclusive, diverse, and empowering culture at Ramboll! When you start with Ramboll, you’ll be joining a company that strives to make a difference – for our employees, clients, and society. As you begin working on projects, you will be given increasing responsibility, while also being able to rely on experienced managers and colleagues who offer support and a helping hand as you learn and develop in your role. Our vision is to be a leading consultancy globally, delivering integrated and sustainable solutions that shape today and tomorrow.

Job Description

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. 

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.
• 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.

About you

From the moment you start at Ramboll, we will support your personal and professional development so that you can continue to grow with the company. While we look forward to supporting your continued learning and development, for this role we have identified some qualifications, skills, and capabilities that will set you up for success.

These include:

• 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.
• Physical requirements:
  • 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

Welcome to our Support Organization

We 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, Facilities Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets.

What we can offer you

• Generous Paid Time Off
• Excellent health and retirement benefits
• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Appreciation for the unique person you are
• The long-term thinking of a foundation-owned company
• Inspiration from colleagues, clients, and projects

Salary Transparency

Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this position is $60,000 - $70,000 annually and does not include overtime or other forms of compensation or benefits. Pay within this range varies by work location and may also depend on job-related knowledge, skills, and experience. Your recruiter can share more about the specific salary range for the job location during the hiring process.

Work at the heart of sustainable change

Ramboll is a global architecture, engineering, and consultancy company. We believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that’s where we start – and how we work. At Ramboll, our core strength is our people, and our history is rooted in a clear vision of how a responsible company should act. Being open and curious is a cornerstone of our culture. We embrace an inclusive mindset that looks for fresh, diverse, and innovative perspectives. We respect, embrace, and invite diversity in all forms to actively cultivate an environment where everyone can grow and realize their full potential.

Where People Flourish

Our mission is to create sustainable societies where people and nature flourish. This means that a culture of inclusion is embedded in everything we do.  Our people bring diverse backgrounds and experiences to the company, enabling us to deliver innovative and forward-thinking solutions to our clients. We also know how important it is to achieve the right balance of where, when, and how much you work. At Ramboll, we offer flexibility as part of our positive and inclusive approach to work. We are committed to equal employment opportunity, regardless of age, disability or medical condition, gender identity, marriage and domestic partnership, pregnancy and maternity, race, ancestry, or national origin, religion or belief, sex and sexual orientation, military service and veteran status, or any other protected characteristic. Ramboll wants to ensure opportunities are accessible to candidates with disabilities. So, please let us know if there are any changes we could make to the application process to make it more comfortable for you. You can contact us at job.advert.accessibility@ramboll.com with such requests.

Ready to join us?

Please submit your application. Be sure to include all relevant documents including your CV and a brief cover letter outlining your accounting and project management background and other skills to the responsibilities of the position. Please note, applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.

Thank you for taking the time to apply, we look forward to receiving your application!

Additional Information

All your information will be kept confidential according to EEO guidelines.