ABOUT THE POSITION

VHB is seeking an Administrative Office Manager to join our team in Princeton, NJ!

The Administrative Office Manager will manage and coordinate the work of administrative staff for one or more functional areas or teams and support the office on administrative matters. The Administrative Office Manager carries out supervisory responsibilities including planning, assigning, and directing work, evaluating performance, coaching, and mentoring.  You will also assist project managers (PMs) with the preparation of budgets, project setup, project schedules, and contracts/subcontracts.

Project-specific responsibilities include but are not limited to:

• Maintaining tracking log for proposals, project contracts, contract amendments, and other project-related records and documents
• Assisting PM with creating and tracking business development pipeline
• Prepare, amend, and review project-related contracts and agreements to ensure completeness and quality
• Coordinating and scheduling with other departments/teams for project-related needs and meetings
• Assist with preparing budgets and project timetables, tracking project progress and status updates
• Arrangements for senior leaders
• Assists with new employee preparation and onboarding

General responsibilities include but are not limited to:

• Understanding VHB’s organizational structure, policies, and practices and adhering to those all matters
• Maintaining calendars and coordinating travel for senior leaders
• Receives, prepares, and responds to internal and external communication in a timely manner
• Produce and prepare reports, spreadsheets, presentations, and other requested documents
• Assists with building management and facilities tasks, which may include building security, office supply, and equipment procurement, and other office services

Skills and Attributes

• Highly skilled with Microsoft Office Suite and Adobe Acrobat
• Team-oriented with the ability to perform multiple tasks independently in a timely manner and collaborate effectively and positively with coworkers
• Self-motivated, highly organized, and detail-oriented
• Ability to mentor and coach others
• Ability to handle complex client requirements and assist in leading project teams
• Advanced knowledge, skills, and understanding of project management
• Experience maintaining and updating electronic filing systems
• Exceptional customer service abilities with an emphasis on a timely response
• Critical thinking and problem-solving skills
• Excellent verbal, written, and interpersonal communication skills
• Skills and knowledge must be commensurate with the required experience and job level 

Qualifications

• 8+ years of office administration experience, preferably in the AEC industry
• High School diploma
• Associate’s or Bachelor's degree preferred
• Supervisory experience preferred 

We are VHB! We’re an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments. Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment. 

Our people make us great! VHB provides a differentiating employee experience, which includes: 

• Diverse and inclusive culture of collaboration and innovation
• Opportunity to work on complex, transformational projects
• Community and social responsibility as sustainable stewards
• Focus on learning, development, and career growth
• Best-in-class benefits, including flexible, hybrid workplace  

We are consistently rated one of the top AEC firms to work for across our 30+ offices on the East Coast. We’re growing, and we hope you’ll join us! 

VHB is a proud Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of inclusion and belonging, supported by deep-rooted core values, one of which is diversity. Qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or other characteristics protected by law.

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