Administrative 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.

Ramboll is seeking an Administrative Manager for our Princeton, New Jersey office. Work experience in an engineering and consulting environment is preferred but not required.
This position requires daily (Monday - Friday) on-site presence and is not eligible for hybrid work due to specific office needs. The Princeton office space is a large office with 40 workstations and conference rooms.

We invite you to bring your office management experience and people skills into play as you provide oversight of the day-to-day administrative operation and efficiency of our Princeton, NJ office in collaboration with the regional administrative manager and other leaders. To succeed in this role, you must have experience with managing an office space, demonstrated capabilities to independently build strong relationships, promote excellence, and effectively operate in a matrix environment that encourages collaboration.

The ideal candidate will be solution-based, resourceful, self-motivated, and will provide a professional presence for employees and visitors on a daily basis.

As our new Administrative Manager, your responsibilities include (but are not limited to) the following:

• Organize and manage employee engagement activities, internal and client meetings and social events. This can include coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc.
• Maintain the office space, workstations, kitchen area and conference rooms, and stock supplies.
• Act as the primary point of contact for the property manager and collaborate with the Workplace Management team as needed. Provide office oversight by identifying issues that may need to be addressed and coordinate local office renovations, repairs, and maintenance.
• Provide occasional administrative support to the Philadelphia office with facility-related requests.
• Office-wide communications and management of general voicemails for the main phone line.
• Manage visitor reception including building access, mail, and deliveries.
• Vehicle administration: support field vehicle registrations and servicing and the EZ Pass reconciliation process.
• Employee onboarding/offboarding.
• Process vendor invoices and prepare reconciliation reports.
• Support employees with registering and following up on IT service ticket issues.
• Timesheet administration: assist with timesheet follow-up with employees to ensure timely submission.

• As an integral part of the regional business support team, you will assist with daily requests that are sent to the team.
• Preparation of proposals, presentations, and reports and using Ramboll branded templates, Microsoft Word, Excel, PowerPoint and Adobe that may include graphics and tables. This includes document formatting and editing, reviewing for compliance with Ramboll branding standards, grammar, and punctuation.
• Provide support with creating and updating Ramboll employee resumes and profiles used for use in proposals, project sheets, and marketing material.

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 years of experience as an office administrator/executive assistant. Previous work in an engineering and consulting context is…