On-site Office & Operations Manager — Engineering Firm

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

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.