Senior Office Administrator

Qualifications

• Advanced Microsoft Office skills, including the use of Word styles, Excel spreadsheet formulas, Outlook calendar functions, and PowerPoint slides.
• Proficiency with Adobe Acrobat Professional.
• Familiarity with CRM systems and Maconomy are a plus.
• Keen eye for detail, and experience editing and proofreading lengthy documents with focus on format, spelling, sentence syntax/structure, and grammar.
• Ability to take instruction from multiple sources and establish priorities.
• Excellent time management skills, including recognition of opportunities to streamline and improve process efficiencies.
• Manage day to day office operations, including supplies, equipment, vendors, office procedures, and overall organization and appearance.
• Serve as a primary point of contact for Ramboll support functions, including IT, Accounting, Human Resources, Facilities Management, and external vendors.
• Coordinate with property management and Facilities Management on routine office needs, maintenance, and larger facilities projects.
• Support health, safety, and security (HSS) activities, including training, documentation, emergency preparedness, and location specific planning.
• Provide reception and general office support, including welcoming visitors, answering calls, managing mail and shipments, and directing inquiries to the appropriate contacts.
• Coordinate meetings, staff events, and client visits, including scheduling, room arrangements, catering, technology, materials, and set up.
• Support employee travel, office calendars, contacts, project file organization, and records management.
• Partner with Human Resources and local teams to support recruiting activities, including interview scheduling, candidate visits, security clearances, and new hire coordination.
• Coordinate new employee onboarding, including HR requirements, IT setup, and office procedures.
• Support conferences, career events, and other business activities by coordinating logistics, shipments, and marketing materials.
• Manage office programs and administrative needs, including transit benefits, business licenses, and Certificates of Insurance.
• Provide administrative support for client deliverables, proposals, and reports, including formatting, proofreading, quality control, document preparation, and data entry.
• Prepare routine correspondence, presentations, tables, figures, and other materials using Ramboll templates and standards.
• Support local business and accounting activities, including opportunity and project setup, invoice processing, vendor follow up, and coordination with the Business Finance team.
• Coordinate employee service recognition and awards.
• Provide occasional administrative support for PNW client deliverables and projects in coordination with administrative teams across the region.
• Take on additional operational and administrative responsibilities as needed to support the PNW offices and business.