Office Manager

Afinitas GmbH; King of Prussia (PA); On-site; USD 65,000 - 90,000; Full time

Job summary

Barry-Wehmiller Design Group (King of Prussia, PA) seeks an experienced Office Administrator to manage daily operations for a 60-person engineering office. You will greet clients, coordinate meetings, onboard new hires, and support executive logistics in a fast-paced environment.

You will oversee facilities, expenses, and communications, acting as the primary liaison among departments. This on-site role requires proactive problem solving and a professional, welcoming presence.

Qualifications

• High school diploma or equivalent.
• 7+ years of administrative or office management experience in professional services, AEC, consulting, or corporate environments.
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Word, Excel), including familiarity with Power BI.
• Ability to quickly learn and navigate business software tools such as Workday (HRIS), Concur Travel, and electronic expense reporting systems.
• Demonstrated ability to draft polished, client-facing documents and correspondence.
• Proven experience independently managing and maintaining a professional office environment, with strong organizational skills and a proactive approach.
• Outgoing, professional demeanor, serving as primary point of contact for employees, clients, and visitors.

Responsibilities

• Independently manage daily office operations for a professional engineering office supporting ~60 employees.
• Greet and assist clients, vendors, candidates, and senior leaders.
• Coordinate client meetings, conference room scheduling, catering, and company events.
• Support new hire onboarding, including scheduling, welcome materials, and acclimation; arrange travel and manage calendars for senior leadership.
• Oversee office operations including supplies, equipment, kitchen, parking, and maintenance coordination.
• Track office and project expenses and assist with budget reporting and reconciliation.
• Prepare polished presentations, reports, and client-facing documents.
• Serve as liaison between corporate departments and the local office, maintaining emergency action plans.
• Manage incoming/outgoing mail, shipping, and courier deliveries.
• Identify and address office needs proactively with minimal supervision.

Skills

MS Office suite

Calendar management

Power BI familiarity

Client-facing communication

Organizational skills

Proactive stakeholder liaison

Professional demeanor

Education

High school diploma or equivalent

Bachelor's or associate degree in business administration

Tools

Workday

Concur Travel

Expense reporting systems

Microsoft Visio

SharePoint

Job description

About Us

BW Design Group is a fully integrated architecture, engineering, construction, system integration, and consulting firm committed to helping our clients realize their most critical goals from Strategy to Commercialization. As the only firm born from a manufacturing technology company to become an independent and fully integrated firm, we combine deep domain expertise in the manufacturing environment with an approach that is built to serve the dynamic needs of our clients. Rooted in our distinct culture of Truly Human Leadership, we cultivate the leaders who will define tomorrow and partner with our clients in the food & beverage, life sciences, industrial, and advanced technology industries to build the future of manufacturing and technology. Barry-Wehmiller is a diversified global supplier of engineering consulting and manufacturing technology for the packaging, corrugating, sheeting and paper-converting industries. By blending people-centric leadership with disciplined operational strategies and purpose-driven growth, Barry-Wehmiller has become a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world.

Job Description

At Design Group, you'll collaborate with experienced leaders, technical specialists, and subject matter experts to solve complex challenges for some of the world’s leading companies. You'll join a growing team of more than 1,500 professionals across 45 U.S. offices where you'll be empowered to make an impact, develop your expertise, and grow your career. In this role, you'll be responsible for managing daily office operations and providing comprehensive administrative support that keeps a large engineering consulting office running smoothly and professionally. You'll work closely with senior leaders, project teams, corporate departments, clients, vendors, and candidates to ensure a seamless and welcoming office experience. This position plays an important role in overseeing day-to-day office operations, coordinating client meetings and office events, supporting new hire onboarding, and managing executive logistics. You'll be expected to work independently, anticipate office needs, and take a proactive approach to maintaining an organized, professional, and welcoming environment. This position is based in our King of Prussia, PA office and requires working on-site five days per week.

Responsibilities

• Independently manage daily office operations for a professional engineering consulting office supporting approximately 60 employees, ensuring a smooth, organized, and efficient workplace
• Greet and assist clients, vendors, candidates, and senior leaders, creating a professional and welcoming office experience
• Coordinate client meetings, conference room scheduling, catering, lunch-and-learns, and company events to support collaboration and team culture
• Facilitate new hire onboarding, including scheduling, welcome materials, and acclimation support arrange travel and manage complex calendars for senior leadership
• Oversee office operations, including supplies, equipment, kitchen and common area organization, parking programs, and building maintenance coordination
• Track office and project expenses and assist with budget reporting and reconciliation
• Prepare polished presentations, reports, and client-facing documents
• Serve as liaison between corporate departments and the local office, maintaining emergency action plans
• Manage incoming and outgoing mail, shipping, and courier deliveries
• Proactively identify and address office needs, resolve routine inquiries, and take ownership of day-to-day operational challenges with minimal supervision

Required Skills

• High school diploma or equivalent
• Minimum of seven years of administrative or office management experience in professional services, AEC, consulting, or corporate environments
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Word, and Excel), including familiarity with Power BI
• Ability to quickly learn and navigate business software tools such as Workday (HRIS), Concur Travel, and electronic expense reporting systems
• Demonstrated ability to draft polished, client-facing documents and correspondence
• Proven experience independently managing and maintaining a professional office environment, with strong organizational skills, a proactive approach, and the ability to anticipate business needs
• Outgoing, professional, and personable demeanor, with the ability to serve as the primary point of contact for employees, clients, and visitors

Preferred Qualifications

• Bachelor's or associate's degree in business administration or a related field
• Experience with Microsoft Visio or SharePoint #LI-KB1

At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work—therefore, people from all backgrounds are encouraged to apply to our positions. Please let us know if you require reasonable accommodations during the interview process.

Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify. Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.

Company: Design Group Throughout Barry-Wehmiller, we hold ourselves to a unique measure of success: by the way we touch the lives of people. Its that vision that drives us in creating world-class experiences and solutions for our customers and unites us around our common goal—to use the power of our business to build a better world.