Office Manager

Your Role At Walker

We are seeking a highly organized, proactive, and detail-oriented Office Manager (OM) to support our growing professional engineering and consulting operations.

The Office Manager serves as a key resource within the office, providing operational support, coordinating administrative functions, and contributing to the overall success of the staff and office. This role is empowered to manage the administrative functions, day-to-day tasks, and the office environment and is primarily responsible for performing a wide range of administrative, accounting, and business development support functions. It requires exceptional communication, multitasking, and problem-solving skills.

The ideal candidate is a take-charge professional who thrives on organization, takes initiative, and enjoys being a key contributor to team success.

Office & Administrative Support

• 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 offsite storage.
• Record opportunities, plans, and projects in Deltek (Walker's ERP/CRM system) if/when required.
• Work with Project Managers (PM) to ensure contract compliance; upload executed agreements and insurance certificates to internal systems.
• Be proficient in Deltek to generate reports to support management requests.
• Maintain and manage office accounts receivable and contract compliance database.
• Act as onsite go-to person with Property Management for all building issues, including but not limited to opening maintenance requests and coordinating suite access.
• Respond to and direct incoming inquiries to appropriate personnel and provide primary phone coverage.
• Arrange travel when necessary.
• Process project information for shipment via Fed Ex (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.
• Facilitate all Walker Store orders and ensure correct billing to office, corporate, or employee.
• Maintain office equipment and cleanliness, including but not limited to all common areas, conference rooms, kitchen, and storage areas.
• Responsible for incoming and outgoing mail.
• Complete or assist with special projects and office/Walker event preparations as required.
• Perform various tasks as required to keep a professional office running smoothly.
• May provide backup for additional clerical duties when needed.

Accounting Support

• Review and process submitted staff expense reports and timesheets with precision and in accordance with company policies.
• Process overhead invoices; monitor and resolve discrepancies.
• Submit weekly accounts payable.
• Serve as the primary point of contact between PMs and Project Accounting (PA) regarding project setup, reporting, billing, forecasting, and budgeting.
• Work collaboratively with clients, PMs, MPs, and the accounting team to support accounts receivable collection efforts and ensure timely payment of outstanding invoices.
• Maintain and reconcile travel records in coordination with accounting.
• Maintain office and project files if required.
• Work with the PMs to review and approve project-related vendor invoices, forwarding to accounting with the appropriate client-required forms, office approval, and backup documentation.
• Exercise appropriate purchasing controls and assist Managing Principal (MP) with ongoing…