Administrative Manager

Founded in Denmark, Ramboll is a foundation-owned people company. We have more than 18,000 experts working across our global operations in 35 countries with thousands of experts working across 70 offices in the Americas. Our experts are leaders in their fields, developing and delivering innovative solutions in diverse markets including Buildings, Transport, Planning & Urban Design, Water, Environment & Health, Energy, and Management Consulting. We invite you to contribute to a more sustainable future working in an open, collaborative, and empowering company. Combining local experience with global knowledge, we together shape the societies of tomorrow.

Job location - Princeton, NJ, USA

This position requires attendance in the office five days a week, Monday through Friday, during standard business hours.

Ramboll is seeking an Administrative Manager for our Princeton, New Jersey office. Work experience in an engineering and consulting environment is preferred but not required. This position requires daily on-site presence and is not eligible for hybrid work due to specific office needs. The Princeton office has over 100 employees, many of whom work on hybrid schedules.

We invite you to bring your administrative experience and people skills into play as you provide oversight of the day-to-day administrative operation and efficiency of our Princeton, NJ office in collaboration with the regional administrative manager and other leaders.To succeed in this role, you must have demonstrated capabilities to independently build strong relationships, promote excellence, and effectively operate in a matrix environment that encourages collaboration. The ideal candidate will be solution-based, resourceful, self-motivated, and will provide a professional presence for employees and visitors on a daily basis.

Your new role

As our new Administrative Manager, your responsibilities include (but are not limited to) the following:

Office Administration

• Organize and manage employee engagement activities, internal and client meetings and social events. This can include coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc.
• Maintain the office space, workstations, kitchen area and conference rooms, and stock supplies.
• Act as the primary point of contact for the property manager and collaborate with the Workplace Management team as needed. Provide office oversight by identifying issues that may need to be addressed and coordinate local office renovations, repairs, and maintenance.
• Provide occasional administrative support to the Philadelphia office with facility-related requests.
• Office-wide communications and maintaining the Princeton office intranet page, answer the office main phone line and manage general voicemails.
• Manage visitor reception including building access and deliveries.
• Manage incoming/outgoing mail and courier packages ensuring items are routed to the correct addressee.
• Vehicle administration: support field vehicle registrations and servicing and the EZ Pass reconciliation process.
• Employee onboarding/offboarding
• Process vendor invoices and prepare reconciliation reports.
• Support employees with registering and following up on IT service ticket issues
• Timesheet administration: assist with timesheet follow-up with employees to ensure timely submission.

Project and business development support

• As an integral part of the regional business support team, you will assist with daily requests that are sent to the team.
• Preparation of proposals, presentation, and reports and using Ramboll branded templates, Microsoft Word, Excel, PowerPoint and Adobe that may include graphics and tables. This includes document formatting and editing, reviewing for compliance with Ramboll branding standards, grammar, and punctuation.
• Project file management support using ProjectWise.
• Provide support with creating and updating Ramboll employee resumes and profiles used for use in proposals, project sheets, and marketing material.

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:

• Five years of experience as an office administrator/executive assistant or in a marketing role. Previous work in an engineering and consulting context is beneficial.
• A bachelor's degree is preferred in business, communications, marketing, or a related field. An associate degree or equivalent experience will also be considered.
• Strong administrative project management and task leadership experience.
• Well-developed leadership, organizational and planning skills with consistent attention to detail as well as establishing priorities and meeting deadlines.
• Excellent word-processing and document production skills with expertise using Microsoft Office 365 (including Excel, PowerPoint, OneDrive, Teams, and Outlook), Adobe, and experience with a customer relationship management (CRM) software system. Familiarity with the Microsoft Dynamics CRM is beneficialbut not required.
• Experience with planning meetings as well as business and employee events.
• 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.
• Must demonstrate 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.
• Position requires consistently demonstrated poise, tact, and diplomacy.
• Physical requirements:
  • Reaching: Extending hands and arms in any direction
  • Standing: Remaining upright on the feet, particularly for sustained periods of time
  • Sitting: Remaining in a sitting position, particularly for sustained periods of time
  • Lifting: Raising objects from a lower to a higher position or moving objects horizontally from a position
  • Repetitive motions: Making a substantial movement (motion) of the wrist, hands and/or fingers

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

• Interesting and diverse projects
• Generous Paid Time Off
• Excellent health and retirement benefits
• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Appreciation for the unique person you are
• The long-term thinking of a foundation-owned company
• Inspiration from colleagues, clients, and projects

Salary Transparency

Our compensation reflects the cost of labor across severalU.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this positionis $65,000 - $90,000 annually and does not include bonuses, overtime or other forms of compensation or benefits. Paywithin this range varies by work locationand may also depend on job-related knowledge, skills,and experience. Your recruiter can share more about the specific salary range for the job location during the hiring process.

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.

This position is required to be in the office 5 days a week, Monday through Friday, during normal business hours. Occasional support at social events outside of normal business hours is required.

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

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