Office Manager

Founded in Denmark, Ramboll is a foundation-owned people company. We have more than 18,000 experts working across our global operations in 35 countries with thousands of experts working across 70 offices in the Americas. Our experts are leaders in their fields, developing and delivering innovative solutions in diverse markets including Buildings, Transport, Planning & Urban Design, Water, Environment & Health, Energy, and Management Consulting. We invite you to contribute to a more sustainable future working in an open, collaborative, and empowering company. Combining local experience with global knowledge, we together shape the societies of tomorrow.

Ramboll is seeking to hire an Office Manager for our Arlington, Virginia office!

This opportunity is full-time onsite at our Arlington (Ballston) office, located at 4245 Fairfax Drive.

We invite you to bring your strong organization and people skills into play as you help our Arlington, Virginia office function efficiently and reach our goals. To effectively succeed in this role, you must have demonstrated capabilities to independently build strong relationships, promote excellence and functionality within teams, and operate within a matrix environment, which includes driving collaboration and cooperation. The Office Manager will have the overall responsibility for general office operations and facilities supervision for Ramboll's Arlington, Virginia office. The candidate will provide a high level of support to office leadership teams and other management, consulting and business support staff within the office (over 100 staff members report into the Arlington office). The position has responsibility for ensuring that all levels of staff have the tools, supplies, and administrative support necessary to efficiently complete their projects. The ideal candidate will be resourceful, self-motivated, tech savvy and have high ethical standards.

Responsibilities for an Office Manager include (but are not limited to) the following:

• 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.
• 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 Arlington office intranet page.
• Supports onboarding of new employees to the Arlington 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.
• 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 work spaces, and managing office occupancy.
• Serves as the primary liaison with the property management company, Arlington County, and other third parties.
• Maintains employee records for office access tools, on-site parking, and WMATA's SmartBenefits commuter program.
• 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.
• Enters client information into the Customer Relationship Management (CRM) system and creates reports as requested.
• 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.

Your starting point for growth

From the very beginning, we will support your personal and professional development so that you grow with the company. For this role, your starting point is:

• Five or more years of experience as an office administrator/executive assistant. Supervisory experience a plus; preferably in a professional services setting.
• BS degree preferred in business, communications, or relevant field. AA degree or equivalent experience considered.
• 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 customer service type of role preferred.
• Expertise with Microsoft Office 365 (including Word, Excel, PowerPoint, OneDrive, Teams, and Outlook) and familiarity with customer relationship management (CRM) software.
• 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 demonstrate 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 5 days a week, Monday through Friday, during normal business hours. Occasionally 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

Welcome to our Support Organization

We take pride in keeping Ramboll running smoothly, enabling bright minds throughout the organization to focus on their areas of expertise as we tie together all parts of the business. We provide support within areas like Finance, HR, IT, Legal, Communication, Facilities Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets.

What we can offer you

• Generous Paid Time Off
• Excellent health and retirement benefits
• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Appreciation for the unique person you are
• The long-term thinking of a foundation-owned company
• Inspiration from colleagues, clients, and projects

Salary Transparency

Our compensation reflects the cost of labor across severalU.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this positionis $72,200 to $90,200 annually and does not include bonuses, overtime or other forms of compensation or benefits. Paywithin this range varies by work locationand may also depend on job-related knowledge, skills,and experience. Your recruiter can share more about the specific salary range for the job location during the hiring process.

Ramboll in the Americas

At Ramboll your professional passion powers high quality and innovation from the idea phase over strategy development to execution of projects that add the Ramboll touch on a sustainable future. Being a foundation owned company our deeply rooted core values direct us to always work from the highest ethical standards, and we trust and expect you to take responsibility and make decisions you can be proud of.

How to apply

Apply online. Attach your resume and cover letter showcasing why you are the right fit for the role, and when you areavailable to start. We look forward to receiving your application!Please note, applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.

An equal opportunity employer

Equality, diversity, and inclusion is at the heart of what we do. At Ramboll, we believe that diversity is a strength, and that different experiences and perspectives are essential to creating truly sustainable societies. We invite applications from candidates of all backgrounds, regardless of age, disability or medical condition, gender identity, marriage and domestic partnership, pregnancy and maternity, race, ancestry, or national origin, religion or belief, sex and sexual orientation, military service and veteran status, or any other protected characteristic. Ramboll wants to ensure opportunities are accessible to candidates with disabilities. Please reach out to our recruitment team to discuss any adjustments that you might require during the application process.

All your information will be kept confidential according to EEO guidelines.