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Office Manager
2 months ago
Position Overview
We are seeking a highly skilled and professional Office Manager to join our team. The ideal candidate will be proactive with exceptional organizational abilities and a strong aptitude for multitasking in a fast-paced environment. As the Office Manager, you will play a crucial role in supporting various teams within the organization, including Operations & Resources, Accounting, Leadership, Marketing, and Project Teams. Your primary responsibilities will include managing the day-to-day operations in our Washington DC office, facilitating communication internally and externally, managing internal projects, and implementing operational improvements to enhance workflow efficiency.
This position is based in our Washington, DC office. You will also collaborate with staff in our Chicago and Frankfurt offices.
As an Office Manager at a level 5 Professional, you will apply diversified knowledge of industry-specific business principles and practices to a broad variety of assignments. You are expected to make independent decisions regarding complexities and methods of your work. You will be required to use advanced techniques and modify and extend theories, precepts, and practices in your field of expertise. Supervision will largely focus on overall objectives, critical issues, new concepts, and strategic matters. You will consult with your supervisor concerning unusual problems and developments. You may supervise, coordinate, and review the work of a small staff of administrative professionals.
Responsibilities
As an Office Manager, your primary responsibilities will include:
Oversee and manage the Washington, DC office by supporting the needs of the team.
Build efficiency and effective responsiveness into existing operations and helping define new operational strategies.
Implement operational improvements and working with the team to execute best practices for an efficient workflow.
Work closely and effectively with the Operations & Resource Team, Leadership Team, and Project Teams to keep them well informed of upcoming commitments and responsibilities and following up as necessary.
Assist the Marketing Team and Project Teams with information and document gathering, preparation, and execution.
Manage and organize project submittals and deadlines for Project Teams.
Support project managers and project leadership with updating project plans and other activities in our ERP system.
Manage external requests and retrieve messages on behalf of the team, providing effective communication to both parties as appropriate.
Support proposal writing and other marketing activities, including proofreading proposals, reports, and other technical documents.
Assist and support Accounting with A/P invoice entry & payments
Assist with clerical duties such as mail delivery, managing office supply inventory, and submitting maintenance and repair work orders, as required by the team.
Assist with ad-hoc projects depending on the needs of the office.
Requirements & Qualifications
Demonstrated experience as an administrative team assistant in a similar role
German language skills
Proficiency with MS Office (Word, Excel, PowerPoint, Outlook)
Experience with Deltek Vision/Vantagepoint (or similar ERP and CRM tools) experience is a plus
Knowledgeable about accounting and/or bookkeeping is a plus.
Strong technological aptitude and ability to adapt to new software systems
Fast learner and growth orientated
Excellent written and oral communication
Exceptional organizational and time management skills
Strong interpersonal skills and ability to multitask in a fast-paced environment
Pleasant and professional demeanor at all times with great attention to detail
Expectation of confidentiality on all business matters
Great ability to focus
Critical thinking, analytical, and problem-solving skills
Concerned about doing things the right way
Calm under pressure
Learning-based and feedback driven
Proven ability to succeed
Must be authorized to work in the US for any employer
In general, we request a high degree of flexibility from our employees to conform to the nature and variety of our project portfolio and the structure of our company.
**Please note that we will be unable to review applications until after August 19. We appreciate your understanding and assure you that your application will be carefully considered upon our return. Thank you for your patience.**
