Senior Office Administrator

Ramboll US Corporation; Seattle (WA); On-site; USD 76,000 - 95,000; Full time

Job summary

Ramboll US Corporation in Seattle is seeking an Office Administrator to ensure smooth operation of the Pacific Northwest offices, acting as a central point of contact for operational and administrative needs across multiple locations including the Seattle Annex in Georgetown and Vancouver, WA.

The role requires strong organization, problem solving, and multitasking skills, with daily responsibilities spanning reception, meetings, HR coordination, onboarding, and client deliverables support.

Qualifications

• Advanced MS Office skills including Word, Excel formulas, Outlook calendar, and PowerPoint.
• Proficiency with Adobe Acrobat Professional.
• Familiarity with CRM systems and Maconomy is a plus.
• Keen eye for detail and editing lengthy documents for format, spelling, grammar.

Responsibilities

• Manage day-to-day office operations, including supplies, vendors, and facilities.
• Serve as primary contact for IT, HR, Facilities, accounting, and external vendors.
• Coordinate with property and facilities for routine needs and larger projects.
• Support health, safety, training, and location-specific planning.

Skills

MS Office

Excel

Outlook

PowerPoint

Adobe Acrobat

Detail-oriented

Time management

Prioritization

General editing

Communication

Tools

Maconomy

CRM systems

Job description

Company Description

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

Founded in Denmark, Ramboll is a people company that has over 2,000 experts working across more than 60 offices in the Americas applying their passion to deliver innovative solutions across Buildings, Transport, Energy, Environment & Health, Water, Management Consulting, and Architecture and Landscape. As a company, we are committed to reducing our environmental impact, contributing to a cohesive society with equal rights and opportunities for all, and fostering a culture of excellence, enjoyment, and equal opportunities for all our employees. We invite you to contribute to a sustainable future working in an open, collaborative, and empowering culture.

Job Description

The Office Administrator plays a key role in ensuring the smooth and effective operation of Ramboll's Pacific Northwest (PNW) offices by serving as a central point of contact for operational, administrative, and office support needs. This highly organized and collaborative professional will help coordinate day to day activities, anticipate and resolve issues, prioritize competing demands, and provide responsive support to employees and leaders across the region. Success in this role requires strong problem solving, communication, organization, prioritization, and multitasking skills, along with the ability to work independently and effectively across multiple office locations.

The position is primarily based in our downtown Seattle office and provides support across the PNW, including the Seattle Annex field office in Georgetown and our satellite office in Vancouver, WA. The responsibilities outlined below represent the most common duties associated with the position but are not intended to be all inclusive.

Qualifications

Qualifications and your starting point for constant growth: From the moment you join Ramboll, we will support your development so that you grow with the company. For this role, we believe your starting point i

• 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.

Office & Facilities Support

• 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.

Administrative Support

• 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.

Client & Business Support

• 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.

Additional Support

• 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.

Additional Information

Our Commitment to Sustainability

Responsible business conduct and sustainable practices have been part of Ramboll's DNA since the company's inception. Today these principles are an integral part of Our Mission and services and are formalized through our systematic work with the UN sustainable development goals. We are dedicated to taking a leading role in sharing best practices and creating value for clients by delivering solutions that are environmentally, economically, and socially sustainable. We have also committed to ambitious targets to maximize our own sustainability performance and set the industry benchmark.

Salary Transparency Statement

At Ramboll, we are committed to fair and transparent compensation practices that support our people and our purpose of creating sustainable societies. The anticipated base salary range for this position is $76,000 to $95,397 yearly. This range reflects the compensation we reasonably expect to offer at the time of posting. Actual compensation will vary based on factors such as location, skills, experience, education, and internal equity. Because we operate across multiple U.S. markets, pay may differ depending on the cost of labor in specific locations. In addition to base salary, this position may be eligible for bonus, overtime or other forms of compensation and we offer a comprehensive benefits package that supports well-being, professional development, and work-life balance. Our recruiters are happy to share more about the specific salary range and total rewards package applicable to your location during the hiring process.

Where People Flourish

Our mission is to create sustainable societies where people and nature flourish. This means that a culture of inclusion is embedded in everything we do. Our people bring diverse backgrounds and experiences to the company, enabling us to deliver innovative and forward-thinking solutions to our clients. We also know how important it is to achieve the right balance of where, when, and how much you work. At Ramboll, we offer flexibility as part of our positive and inclusive approach to work. We are committed to equal employment opportunity, regardless of age, disability or medical condition, gender identity, marriage and domestic partnership, pregnancy and maternity, race, ancestry, or national origin, religion or belief, sex and sexual orientation, military service and veteran status, or any other protected characteristic. Ramboll wants to ensure opportunities are accessible to candidates with disabilities. So, please let us know if there are any changes we could make to the application process to make it more comfortable for you. You can contact us [e-mail] such requests.

All your information will be kept confidential according to EEO guidelines.