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Ramboll · 10 hours ago

Office Manager/Accounting & Project Manager

Atlanta, GA

Full-time

Onsite

Mid, Senior Level

$58K/yr - $75K/yr

5+ years exp

Ramboll is a global architecture, engineering, and consultancy company that focuses on creating sustainable solutions. They are seeking an Office Manager/Accounting & Project Manager to oversee office operations, support project management, and ensure effective administrative support for their Atlanta office and other Southeast locations.

Consulting

Culture & Values

No H1B

Responsibilities

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

Qualification

Office administrationAccounting experienceProject managementCRM softwareMaconomyMicrosoft Office 365Customer service skillsLeadership skillsOrganizational skillsCommunication skills

Required

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)

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