Office Manager

Overview

Work Location:

Midtown Office (downtown) 10 10th Street, NW, Suite 330, Atlanta, GA 30309

Employment Type:

Full-time regular – (Monday–Friday, in-office)

We are seeking a responsible, take-charge Office Manager to support our firm’s growing operations. This role is primarily responsible for performing a wide range of administrative, accounting, and marketing support functions for a professional engineering and consulting office. The ideal candidate brings strong organizational skills, a proactive mindset, and the ability to balance multiple priorities in a fast-paced environment.

In this role, you will provide office administration and support to a team of engineers, architects, and consultants while helping ensure smooth day-to-day office operations. In addition, this position requires the ability to travel between our Downtown and Duluth offices as needed.

• Coordinate travel arrangements for office staff.
• Respond to and direct incoming inquiries and provide primary phone coverage.
• Maintain office filing systems, records retention programs, and contract compliance documentation.
• Report local business insurance claims in coordination with Corporate HR and Accounting.
• Be proficient in Deltek to generate reports and support management requests.
• Work with Project Managers to ensure contract compliance; upload executed agreements and insurance certificates to internal systems.
• Assist with proofreading reports, proposals, specifications, and correspondence.
• Maintain office equipment and supply inventory; order supplies as needed.
• Familiarize new staff with project initiation processes, time sheets, expense reports, and internal systems.
• Coordinate with other offices and assist with special projects as required.
• Ensure timely processing of employee paperwork for both 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.
• Support staff with updates in Employee Self Service and notify HR of changes, such as address updates, life events, or leave of absence.

• Coordinate with accounting to expedite weekly employee time submittals.
• Review and approve employee expense reports and vendor invoices; monitor and resolve discrepancies.
• Exercise appropriate purchasing controls and assist with ongoing expense management.
• Compile month-end documents (copies, postage, tools, logs, etc.) and forward to accounting.
• Maintain office billing files, including agreements, invoices, unbilled detail reports, and subcontract agreements.
• Obtain the project manager's approval of subcontract invoices and forward them to accounting.
• Serve as the primary point of contact between project managers and project accounting regarding project setup, reporting, billing, forecasting, and budgeting.
• Work with collections to support timely accounts receivable.
• Maintain and reconcile travel records in coordination with 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 of activities, networking events, career fairs, conferences, and other meetings, as needed.

• An Associate’s and/or Bachelor's Degree in Business, Marketing, or a similar field is required.
• 5+ years of experience of progressively responsible experience in a professional office environment, required.
• Experience and aptitude with Microsoft Office Suite.
• High-level multitasking and management ability.
• Excellent writing and communication skills.
• Strong organizational skills.
• Likes to take the initiative and help improve office operations.
• Team player attitude and willingness to help.
• Excellent time management skills and ability to balance short-term deadlines with long-term goals.
• Experience with Deltek Vision or similar CRM experience required.

• Ability and willingness to unpack office supplies, including boxes of paper weighing 20+ pounds.

• Prior administrative…