Administrative Manager - Princeton, NJ

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 a full-time Administrative Professional for our Princeton, New Jersey office.

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. You will also become part of a regional business support team that includes colleagues from other Northeast offices that work together to support the region, and each other, with business support requests.

Our Princeton office is a large space with 40 workstations and conference rooms.

To succeed in this role, you must have experience with managing an office space, demonstrated capabilities that include strong Microsoft Office skills, and experience with editing and formatting reports and proposals. The ideal candidate will be solution-based, resourceful, self-motivated, and will provide a professional presence for employees and visitors on a daily basis. This position requires on-site presence.

The responsibilities in this role include (but are not limited to) the following:

• Preparation of documents including proposals, presentations, and reports using Ramboll branded templates that may include graphics and tables. This includes document formatting and editing, reviewing for compliance with Ramboll branding standards, grammar, and punctuation.
• Organize and manage employee engagement activities, client meetings and internal meetings. This can include coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc.
• Maintain the office space, workstations, kitchen area, conference rooms, and supplies.
• Work with the property manager, workplace management team and IT department to address any maintenance issues or renovations.
• Provide office‑wide communications and manage the general voicemails for the main phone line.
• General administrative support to employees as needed.
• 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 for payment and prepare reconciliation reports.

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:

• A bachelor's degree in business, communications, marketing, or a related field. An associate degree or equivalent experience will also be considered.
• Two years or more of professional relevant experience.
  
  Previous work as administrative support at an engineering and consulting firm is beneficial.
• Experienced document production skills with expertise using Microsoft Office 365 (including Excel, PowerPoint, One Drive, Teams, and Outlook,Adobe)
• Familiarity with a customer relationship management (CRM) software system is beneficial but not required.
• Experience with planning meetings and events that may include catering orders.
• Ability to troubleshoot office equipment (e.g., copiers/printers) and assist with setting up virtual meetings in conference rooms.
• Excellent written and verbal communication skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax; solid proofreading and editing skills.
• Ability to juggle…