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Office Manager

2 months ago

Schaumburg, United States RTM Engineering Consultants Full time
Job DescriptionJob Description

Position: Office Manager

Location: Schaumburg, IL 

Years of Experience: 2+ Years

About RTM:

RTM Engineering Consultants is an MEP, Civil and Structural engineering firm that goes beyond the conventional consulting role. We forge deep partnerships with our clients by aligning with the goals, processes and people at each organization. By integrating our expertise, we offer a comprehensive suite of national resources combined with localized relationships, delivering exceptional value to our clients.

At RTM Engineering Consultants, we prioritize the well-being and growth of our team members. Our commitment to professional development is evident through hands-on mentoring, opportunities for advancement, and access to RTM University. With integrated multi-disciplinary studios, you'll collaborate with experts of all levels and various disciplines. We continuously foster a positive team culture through outings that strengthen the bonds of our teams and at RTM, giving and taking are fundamental values. We believe in giving our best, contributing to others, and embracing diversity and equality for progress. Join our dynamic and inclusive team where your well-being, growth, and contributions are valued.

Our Team:

At RTM, we hold a profound appreciation for our workforce. We firmly believe that YOU, our team members, are our most valuable asset and are instrumental in defining our organization. Our dedication lies in delivering experiences that foster your growth and success, whether you are just embarking on your career path or have attained seasoned expertise. Guided by our CORE values of Collaborative Communication, Overall Unity, Respect and Trust, and Excellence in Engineering, we forge a unified team that consistently pursues professional achievement in all endeavors we undertake.

RTM is proud to offer a comprehensive benefits package designed to promote employee health, wellness, and financial security. Our offerings include medical, dental, and vision plans, employee assistance program, disability coverage, life insurance, 401(k) and profit sharing, flexible work schedule, paid time off and training and development courses.

Benefits of Joining RTM:

  • Responsible Time Off (RTO) & Paid Holidays
  • Flexible Scheduling
  • 401K with Matching
  • Health, Dental, Vision, & Life Insurance
  • Hands-on Mentoring & Learning
  • Professional Advancement Opportunities
  • Integrated Multi-disciplinary Studios.

Role Overview:

The office manager provides internal support focusing on continuous improvement of the office process and procedures while acting as a liaison between the branch offices and the corporate office. Exercise team collaboration and provide cross-function support to the entire office to ensure proper project execution on all levels. Responsible for the day-to-day administrative support and organization of an office with proactive planning and follow-through.

Key Responsibilities:

  • Accurately and timely answer and direct all inbound calls
  • Ensure inventory of all office supplies and equipment is adequate
  • Process all inbound and outbound mail, packages, and project materials via local and regional shipping carriers
  • Organize, plan and execute meetings, events and outings for internal teams and clients accurately completely & timely
  • Schedule, manage and book all office travel with accuracy
  • Manage office equipment contracts, leases, and negotiations with vendors and troubleshoot equipment errors
  • Collect, verify, and approve all expense reports for processing accurately and timely
  • Verify weekly timesheets for reporting to HR accurately and timely
  • Ensure office is kept neat and well maintained at all times
  • Work with studio head/project manager and communicate with client to coordinate expected delivery dates, times and title block information
  • Accurately distribute and track deadlines and status of code reviews, RFI’s, plan changes and ship drawings
  • Assist team in setting up book specifications including fonts, headers, footers, legends, editing markups and delivery of documents
  • Conduct vital code investigation for new projects including data from websites and verbal municipal verification
  • Accurately and timely plots, stamps and prepares documents to be sent to client after thoroughly examining documents for completion and neatness.
  • Assists Engineers with project parameters for assigned Engineering projects.
  • Accurately and timely write and send proposals when clients send an RFP.
  • Actively participates in weekly studio meetings to ensure proper cross function coordination.
  • Timely determination of priorities, taking ownership of tasks and exhibit a high level of initiative and follow through.
  • Assists in the preparation of other documents relating to a project with enthusiasm and professionalism, including but not limited to: RFI’s , shop drawings, proposals, additional service requests, waivers, COI’s, marketing materials
  • Actively collaborates with other members of the company to continuously strive to improve processes, create efficiencies and reduce costs.
  • Cooperatively takes on other duties, roles or responsibilities as assigned
  • Follows established work rules, policies and procedures

Minimum Qualifications:

  • High School Diploma required, with a 2-year degree preferred
  • Friendly, Outgoing Demeanor
  • Excellent verbal and written skills
  • Excellent Organizational Skills and proven attention to detail
  • Computer proficiency with Microsoft Office products and internet
  • Demonstrated ability to effectively handle new situations and determine what actions are required

Preferred Qualifications:

  • 2-year degree preferred

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Travel Requirements:

  • Travel is anticipated between 0-10%

Equal Employment Opportunity:

It is the policy of RTM Engineering Consultants to practice a program of equal employment opportunity, and advancement opportunities are made available to all employees on the basis of individual qualifications without regard to race, religion, color, national origin, disability, age or gender.

At this time, only candidates authorized to work in the United States of America without the need for sponsorship will be considered.

RTM does not currently accept unsolicited resumes through or from search firms or recruiters.