Office Manager

BW Design Group; Philadelphia (Philadelphia County); Presencial; USD 75 000 - 95 000; Tempo integral

Resumo da oferta

Design Group is seeking an experienced office administrator to manage daily office operations for a large engineering consulting office. You will support senior leaders, project teams, and corporate departments, coordinating meetings, onboarding, and executive logistics.

The role requires a proactive, organized individual who can greet clients, vendors, and visitors, maintain a welcoming environment, and handle travel and calendar coordination for leadership.

Qualificações

• High school diploma or equivalent.
• Seven years of admin/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.

Responsabilidades

• Independently manage daily office operations for a professional engineering consulting office
• Greet and assist clients, vendors, candidates, and senior leaders
• Coordinate client meetings, conference room scheduling, catering, and company events
• 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
• 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
• Manage incoming and outgoing mail, shipping, and courier deliveries
• Proactively identify and address office needs and solve day-to-day challenges

Conhecimentos

Office management

MS Office

Organizational skills

Client communication

Calendar management

Formação académica

High school diploma

Bachelor's/Associate in business

Ferramentas

Workday

Concur Travel

Expense reporting systems

Descrição da oferta de emprego

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