Office Manager
hace 23 días
Philadelphia
Job Description Work Location: 850 Cassatt Road, Suite 300, Berwyn, PA 19312 Reports To: Managing Principal or Director of Operations Employment Type: Full-Time (40 hours per week; M-F); In-person/In-office Your Role at Walker We are seeking a highly organized, proactive, and detail-oriented Office Manager (OM) to support our growing professional engineering and consulting operations. The Office Manager serves as a key resource within the office, providing operational support, coordinating administrative functions, and contributing to the overall success of the staff and office. This role is empowered to manage the administrative functions, day-to-day tasks, and the office environment and is primarily responsible for performing a wide range of administrative, accounting, and business development support functions. It requires exceptional communication, multitasking, and problem-solving skills. The ideal candidate is a take-charge professional who thrives on organization, takes initiative, and enjoys being a key contributor to team success. Responsibilities Office & Administrative Support • Proofread, create, and/or edit Word and Excel documents as required by the professional staff, including reports, proposals, specifications, and general correspondence, ensuring correct spelling, grammar, content, and Walker formatting. The work performed may at times be of a confidential nature., • Create/maintain office filing systems, records retention programs, and contract compliance. This includes both digital archives and offsite storage., • Record opportunities, plans, and projects in Deltek (Walker’s ERP/CRM system) if/when required., • Work with Project Managers (PM) to ensure contract compliance; upload executed agreements and insurance certificates to internal systems., • Be proficient in Deltek to generate reports to support management requests., • Maintain and manage office accounts receivable and contract compliance database., • Act as onsite go-to person with Property Management for all building issues, including but not limited to opening maintenance requests and coordinating suite access., • Respond to and direct incoming inquiries to appropriate personnel and provide primary phone coverage., • Arrange travel when necessary., • Process project information for shipment via FedEx (i.e., generating shipment labels), which may require lifting in excess of 20 pounds., • Maintain inventory of office supplies and order as needed. This may include unpacking supplies, which may require lifting in excess of 20 pounds., • Facilitate all Walker Store orders and ensure correct billing to office, corporate, or employee., • Maintain office equipment and cleanliness, including but not limited to all common areas, conference rooms, kitchen, and storage areas., • Responsible for incoming and outgoing mail., • Complete or assist with special projects and office/Walker event preparations as required., • Perform various tasks as required to keep a professional office running smoothly., • May provide backup for additional clerical duties when needed. Accounting Support • Review and process submitted staff expense reports and timesheets with precision and in accordance with company policies., • Process overhead invoices; monitor and resolve discrepancies., • Submit weekly accounts payable., • Serve as the primary point of contact between PMs and Project Accounting (PA) regarding project setup, reporting, billing, forecasting, and budgeting., • Work collaboratively with clients, PMs, MPs, and the accounting team to support accounts receivable collection efforts and ensure timely payment of outstanding invoices., • Maintain and reconcile travel records in coordination with accounting., • Maintain office and project files if required., • Work with the PMs to review and approve project-related vendor invoices, forwarding to accounting with the appropriate client-required forms, office approval, and backup documentation., • Exercise appropriate purchasing controls and assist Managing Principal (MP) with ongoing budget management., • Compile month‑end documents (copies, postage, tools, logs, etc.) and forward to accounting. Human Resources (HR) • Manage the pre-hire process for new employees in coordination with HR, Business Technology Group (BTG), and office leadership, including coordination of the onboarding schedule for the new employee and workspace setup., • Conduct new hire orientation in the first week of a new hire’s employment, ensuring timely and accurate processing of employee paperwork and training new staff on the basics of project initiation, time sheets, expense reports, office and company procedures, etc., • Assist with benefit open enrollment for both new and existing employees, ensuring deadlines are met., • Coordinate with HR on timely documentation of employee life events (new hires, terminations, status changes, births, changes in marital status, deaths, adoptions, changes of address, leaves of absence, certifications, etc.). Directors/Project Managers • Work with PMs to ensure contract compliance on all projects. Upload executed client agreements and subcontract agreements/insurance certificates to Deltek., • Request new and renewed certificates of insurance for specific projects., • Assist staff and management with reports, specs, proposals, and letters., • Coordinate office/project records retention program., • Provide administrative support for projects as needed., • Provide support and resources to PMs and PAs for project numbers, project initiation, project planning, reporting, billing, revenue forecasts, budgeting, project close, etc., • Ensure all steps in the project opening and closing processes are completed in a timely manner., • Manage PM compliance with Attribute/Deliverables/Quality Management Review, Safe Work Plans, and Project Close. Managing Principal • Utilize Walker’s ERP/CRM system (Deltek) to generate reports or lists requested by management., • Oversee office occupancy management and space planning., • Participate in the office yearly budget preparation and Business Plan, as requested by the MP., • Other office-related responsibilities as required. Business Development Assistance • Enter and track/update opportunities, clients, and BD activities in Deltek., • Assist with RFPs, RFQs, proposals, and presentations; proofread for accuracy and consistency., • Support planning/organizing activities, networking events, career fairs, conferences, and other meetings, as needed., • Assist in identifying and researching potential clients, markets, and opportunities, as needed. Qualifications & Skills:, • Education: Associate’s or Bachelor’s Degree in Business, Marketing, or relevant professional experience., • Experience: 5+ years of experience in a professional office environment is required., • Industry Knowledge: Background in Architecture or Engineering and familiarity with A/E terminology preferred but not required., • Technical Skills:, • Proficient in Microsoft Word and Excel, • Strong office, computer, and internet research skills, • Experience with Deltek Vision or similar ERP/CRM system, • Knowledge / previous experience with Bluebeam Revu, • Ability to train others in system usage and office procedures, • Experience with Adobe InDesign preferred but not required, • Communication: Ability to communicate clearly and professionally, both virtually and in person., • Writing Skills: Excellent grammar, spelling, formatting, proofreading, and document preparation skills., • Organizational Skills:, • High-level multitasking and time management skills, • Ability to balance and prioritize short-term deadlines across multiple offices, • Strong attention to detail and accuracy, • Proactive Mindset:, • Anticipates needs and takes initiative within Walker standards and procedures, • Resourceful, quick-thinking, and adaptable to changing priorities under pressure, • Personal Attributes:, • Motivated, positive attitude, and willingness to help, • Patience and flexibility in a fast-paced environment, • Maturity to maintain confidentiality of information, • Physical Requirements: Ability and willingness to unpack office supplies, including boxes of paper weighing 20+ pounds.We offer a robust total compensation and rewards package designed to support our employees’ well-being, growth, and diverse needs, including: Annual discretionary bonus program Opportunity to purchase Walker stock – Walker is 100% employee-owned! Medical, dental, vision, company-paid life insurance Mental wellness benefits Health Savings Account with company contribution 401(k) with company match Flexible Spending Accounts and Commuter Spending Accounts 529 college savings plan A minimum of 3 weeks of Paid Time Off per year 9 paid holidays per year, including 3 paid floating holidays 5 days of bereavement leave and PTO Donation Bank to help during difficult times 100% compensation replacement during short-term disability leaves Paid parental leave that allows an additional week of paid time alongside short-term disability leave and/or applicable state paid leave programs Paid community involvement hours Tuition and licensure reimbursement, and sponsorship of professional memberships Internal conferences and professional development opportunities Employee Resource Groups and Affinity Groups Why Walker Consultants? Over the past 60 years, Walker has become recognized as a leader in the parking industry and provides a wide range of engineering, planning, and architecture services to facilities of all kinds. Walker also provides Forensic, Restoration, Building Envelope, and Vertical Transportation Consulting Services, a fast-growing part of our business in the last 10 years. Walker hires exceptional people to remain among the top-performing firms in the business. We reward our employees for their effective contributions, challenge them, and provide professional development opportunities and the autonomy needed to grow. As a learning organization, our senior experts routinely share their knowledge in a collaborative environment, ensuring that best practices are carried forward to the next generation of leadership. Walker is proud to be an employee-owned firm with an open-book philosophy that highly values integrity, honesty, and fairness. We encourage new ideas and contributions. We work hard and have fun doing what we love. This is who we are. Join Us! We know that great talent comes in many forms. If you're excited about this role but don’t meet every single requirement, we still encourage you to apply! You might just be the right person for this role—or another opportunity on our team. At Walker Consultants, we are committed to fostering an inclusive workplace where everyone can thrive. We welcome and encourage applications from individuals of all abilities. If you require any accommodations during the application or interview process, or in the workplace, please let us know—we will work with you to ensure a fair and accessible experience. Walker Consultants is an Equal Opportunity Employer (EOE). We invite all qualified applicants to apply and do not discriminate against individuals because of their race, color, religion, national origin, gender, physical or mental disability, veteran status, or age. NOTICE TO 3RD PARTY RECRUITERS: Any candidate information, including resumes, submitted to Walker Consultants or to any of our employees without a fully executed agreement will be considered unsolicited and non-confidential. Walker Consultants reserves the right to review and pursue such candidates independently, and no placement fees or other compensation will be owed to the submitting party. Candidates submitted in this manner will be treated as direct applicants. Submission of candidate information to Waller Consultants constitutes acceptance of this policy. External recruiters interested in working with Walker Consultants may contact Lindsey Eggerding at leggerding@walkerconsultants.com. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
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