Administrative Professional/Office Manager - Princeton, NJ

Ramboll is seeking a full-time Administrative Professional for our Princeton, New Jersey office.

We invite you to bring your office management experience and people skills into play as you provide oversight of the day-to-day administrative operation and efficiency of our Princeton, NJ office. You will also become part of a regional business support team that includes colleagues from other Northeast offices that work together to support the region, and each other, with business support requests. Our Princeton office is a large space with 40 workstations and conference rooms.

To succeed in this role, you must have experience with managing an office space, demonstrated capabilities that include strong Microsoft Office skills, and experience with editing and formatting reports and proposals. The ideal candidate will be solution-based, resourceful, self-motivated, and will provide a professional presence for employees and visitors on a daily basis. This position requires on-site presence.

Your new role

The responsibilities in this role include (but are not limited to) the following:

• Preparation of documents including proposals, presentations, and reports using Ramboll branded templates that may include graphics and tables. This includes document formatting and editing, reviewing for compliance with Ramboll branding standards, grammar, and punctuation.
• Organize and manage employee engagement activities, client meetings and internal meetings. This can include coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc.
• Maintain the office space, workstations, kitchen area, conference rooms, and supplies.
• Work with the property manager, workplace management team and IT department to address any maintenance issues or renovations.
• Provide office-wide communications and manage the general voicemails for the main phone line.
• General administrative support to employees as needed.
• Manage visitor reception including building access, mail, and deliveries
• Vehicle administration: support field vehicle registrations and servicing and the EZ Pass reconciliation process.
• Employee onboarding/offboarding.
• Process vendor invoices for payment and prepare reconciliation reports.

About you

From the moment you start at Ramboll, we will support your personal and professional development so that you can continue to grow with the company. While we look forward to supporting your continued learning and development, for this role we have identified some qualifications, skills, and capabilities that will set you up for success.

 These include:

• A bachelor’s degree in business, communications, marketing, or a related field. An associate degree or equivalent experience will also be considered.
• Two years or more of professional relevant experience. Previous work as administrative support at an engineering and consulting firm is beneficial.
• Experienced document production skills with expertise using Microsoft Office 365 (including Excel, PowerPoint, OneDrive, Teams, and Outlook, Adobe)
• Familiarity with a customer relationship management (CRM) software system is beneficial but not required.
• Experience with planning meetings and events that may include catering orders.
• Ability to troubleshoot office equipment (e.g., copiers/printers) and assist with setting up virtual meetings in conference rooms.
• Excellent written and verbal communications skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax; solid proofreading and editing skills.
• Ability to juggle multiple competing tasks and demands.
• Ability to take ownership and work independently with minimal supervision and direction.   
• Must have high level of discretion to handle sensitive and confidential situations.

Welcome to our Support Organization

We take pride in keeping Ramboll running smoothly, enabling bright minds throughout the organization to focus on their areas of expertise as we tie together all parts of the business. We provide support within areas like Finance, HR, IT, Legal, Communication, Facilities Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets. 

What we can offer you

• Commitment to your development
• Appreciation for the unique person you are
• Excellent health and retirement benefits
• Generous Paid Time Off
• Leaders you can count on, guided by our Leadership Principles

Salary Transparency

Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this position is $65,000 - $75,000 annually. Pay within this range varies by work location and may also depend on job-related knowledge, skills, and experience.

Work at the heart of sustainable change

Ramboll is a global architecture, engineering, and consultancy company. We believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that’s where we start – and how we work. At Ramboll, our core strength is our people, and our history is rooted in a clear vision of how a responsible company should act. Being open and curious is a cornerstone of our culture. We embrace an inclusive mindset that looks for fresh, diverse, and innovative perspectives. We respect, embrace, and invite diversity in all forms to actively cultivate an environment where everyone can grow and realize their full potential.

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 at job.advert.accessibility@ramboll.com with such requests.

Ready to join us?

Please submit your application. Be sure to include all relevant documents including your CV and a cover letter connecting your background to the responsibilities of the position. Please note, applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.

Thank you for taking the time to apply, we look forward to receiving your application!