Office Administrator

Job Description

Applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.

Ramboll is a leading scientific environmental consulting firm providing a broad range of technical services to both public and private sector clients. As our new Office Administrator, we invite you to bring your keen eye for detail as you support the office. To succeed in this role you must have a passion for precision and a collaborative spirit. Are you our new Office Administrator? Click the apply-button to send your application.

Inviting bright minds

Do you want to push the boundaries of your profession and develop your excellence in an open, collaborative and empowering culture? We work to create a sustainable future and our inspiring projects and innovative solutions strive to set the standard among our peers. You will join a global company that has been growing successfully since its founding in 1945. Together, we lead and leave a positive impact on societies, companies and people around the world.

The function of the Office Administrator is to provide a single point of contact for operational and administrative support to the Princeton, NJ office. The role requires a high amount of problem solving, prioritization, and multi-tasking. The tasks below outline the most common of the types of tasks associated with the position, but is not all inclusive.

Your starting point for constant growth

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

• Minimum 3 years of experience entry-level to senior level administrative support.
• BA/BS degree or equivalent preferred, but not required. Can be substituted for years of experience.
• Must be available to work on-site a minimum of 3 days per week.
• Advanced Microsoft Office skills, including the use of Word styles, Excel spreadsheet formulas, Outlook calendar functions, and PowerPoint slides.
• Proficiency with Adobe Acrobat DC and Microsoft Teams.
• Keen eye for detail, and experience editing and proofreading lengthy documents with focus on format, spelling, sentence syntax/structure, and grammar.
• Must be self-motivated, multi-tasked, have the ability to meet deadlines, and work with all levels of technical and administrative staff.
• Ability to take instruction from multiple sources and establish priorities.
• Extremely organized and detail-oriented, knack for understanding procedures and logistics.
• Excellent time management skills, including recognition of opportunities to streamline and accommodate changes in scope and timeline.
• The ability to take ownership and work independently with minimal supervision and direction.
• Excellent interpersonal skills required.

Tasks and Responsibilities

Operational Support

• Interact with all levels of staff, and staff  from multiple departments (including, but not limited to: IT, Accounting, HR, and Facilities Management)
• Assist with tracking supply inventory and  restocking and organizing delivered supplies.
• Help maintain upkeep and appearance of the office.

Administrative Support

• Provide reception services such as receiving phone calls, visitors, and deliveries.
• Distribute incoming mail and manage outgoing shipments via various shipping services.
• Plan staff events and client meetings to include scheduling, space negotiation, catering coordination, technical support for A/V equipment, and set-up/clean-up of meeting space. This may include creating agendas and slides for internal presentations.
• Research and reserve employee travel arrangements using AmEx travel, as needed.
• Assist with maintaining office calendars and contacts.
• Assist Project Managers with organizing and managing project files including electronic, in office and offsite storage.
• Maintain business licenses and facilitate requests for Certificate of Insurance, as requested.
• Open new projects in Client Repository Management (CRM) – training to be provided.
• Manage local invoices, including coding and submittal to corporate for payment processing.
• Assist with timesheet and expense entry for staff in Maconomy and Rydoo, respectively, as needed.
• Other miscellaneous administrative duties as assigned.

Client Deliverables

• Format reports and proposals using company standard templates and styles.
• Conduct quality control for client documents such proofreading reports and proposals to find and correct errors in grammar, style, punctuation, and spelling.
• Enter data and import tables, figures, charts, and