Office Manager

Work Location: 850 Cassatt Road, Suite 300, Berwyn, PA 19312

Reports To: Managing Principal or Director of Operations

Employment Type: Full-Time (40 hours per week; M-F); In-person/In-office

 

Your Role at Walker

We are seeking a highly organized, proactive, and detail-oriented Office Manager (OM) to support our growing professional engineering and consulting operations.

The Office Manager serves as a key resource within the office, providing operational support, coordinating administrative functions, and contributing to the overall success of the staff and office. This role is empowered to manage the administrative functions, day-to-day tasks, and the office environment and is primarily responsible for performing a wide range of administrative, accounting, and business development support functions. It requires exceptional communication, multitasking, and problem-solving skills.

The ideal candidate is a take-charge professional who thrives on organization, takes initiative, and enjoys being a key contributor to team success.

 

Responsibilities

Office & Administrative Support

• Proofread, create, and/or edit Word and Excel documents as required by the professional staff, including reports, proposals, specifications, and general correspondence, ensuring correct spelling, grammar, content, and Walker formatting. The work performed may at times be of a confidential nature.
• Create/maintain office filing systems, records retention programs, and contract compliance. This includes both digital archives and offsite storage.
• Record opportunities, plans, and projects in Deltek (Walker’s ERP/CRM system) if/when required.
• Work with Project Managers (PM) to ensure contract compliance; upload executed agreements and insurance certificates to internal systems.
• Be proficient in Deltek to generate reports to support management requests.
• Maintain and manage office accounts receivable and contract compliance database.
• Act as onsite go-to person with Property Management for all building issues, including but not limited to opening maintenance requests and coordinating suite access.
• Respond to and direct incoming inquiries to appropriate personnel and provide primary phone coverage.
• Arrange travel when necessary.
• Process project information for shipment via FedEx (i.e., generating shipment labels), which may require lifting in excess of 20 pounds.
• Maintain inventory of office supplies and order as needed. This may include unpacking supplies, which may require lifting in excess of 20 pounds.
• Facilitate all Walker Store orders and ensure correct billing to office, corporate, or employee.
• Maintain office equipment and cleanliness, including but not limited to all common areas, conference rooms, kitchen, and storage areas.
• Responsible for incoming and outgoing mail.
• Complete or assist with special projects and office/Walker event preparations as required.
• Perform various tasks as required to keep a professional office running smoothly.
• May provide backup for additional clerical duties when needed.

Accounting Support

• Review and process submitted staff expense reports and timesheets with precision and in accordance with company policies.
• Process overhead invoices; monitor and resolve discrepancies.
• Submit weekly accounts payable.
• Serve as the primary point of contact between PMs and Project Accounting (PA) regarding project setup, reporting, billing, forecasting, and budgeting.
• Work collaboratively with clients, PMs, MPs, and the accounting team to support accounts receivable collection efforts and ensure timely payment of outstanding invoices.
• Maintain and reconcile travel records in coordination with accounting.
• Maintain office and project files if required.
• Work with the PMs to review and approve project-related vendor invoices, forwarding to accounting with the appropriate client-required forms, office approval, and backup documentation.
• Exercise appropriate purchasing controls and assist Managing Principal (MP) with ongoing budget management.
• Compile month‑end documents (copies, postage, tools, logs, etc.) and forward to accounting.

Human Resources (HR)

• Manage the pre-hire process for new employees in coordination with HR, Business Technology Group (BTG), and office leadership, including coordination of the onboarding schedule for the new employee and workspace setup.
• Conduct new hire orientation in the first week of a new hire’s employment, ensuring timely and accurate processing of employee paperwork and training new staff on the basics of project initiation, time sheets, expense reports, office and company procedures, etc.
• Assist with benefit open enrollment for both new and existing employees, ensuring deadlines are met.
• Coordinate with HR on timely documentation of employee life events (new hires, terminations, status changes, births, changes in marital status, deaths, adoptions, changes of address, leaves of absence, certifications, etc.).

Directors/Project Managers

• Work with PMs to ensure contract compliance on all projects. Upload executed client agreements and subcontract agreements/insurance certificates to Deltek.
• Request new and renewed certificates of insurance for specific projects.
• Assist staff and management with reports, specs, proposals, and letters.
• Coordinate office/project records retention program.
• Provide administrative support for projects as needed.
• Provide support and resources to PMs and PAs for project numbers, project initiation, project planning, reporting, billing, revenue forecasts, budgeting, project close, etc.
• Ensure all steps in the project opening and closing processes are completed in a timely manner.
• Manage PM compliance with Attribute/Deliverables/Quality Management Review, Safe Work Plans, and Project Close.

Managing Principal

• Utilize Walker’s ERP/CRM system (Deltek) to generate reports or lists requested by management.
• Oversee office occupancy management and space planning.
• Participate in the office yearly budget preparation and Business Plan, as requested by the MP.
• Other office-related responsibilities as required.

Business Development Assistance

• Enter and track/update opportunities, clients, and BD activities in Deltek.
• Assist with RFPs, RFQs, proposals, and presentations; proofread for accuracy and consistency.
• Support planning/organizing activities, networking events, career fairs, conferences, and other meetings, as needed.
• Assist in identifying and researching potential clients, markets, and opportunities, as needed.

 

Qualifications & Skills:

• Education: Associate’s or Bachelor’s Degree in Business, Marketing, or relevant professional experience.
• Experience: 5+ years of experience in a professional office environment is required.
• Industry Knowledge: Background in Architecture or Engineering and familiarity with A/E terminology preferred but not required.
• Technical Skills:
  • • Proficient in Microsoft Word and Excel
    • Strong office, computer, and internet research skills
    • Experience with Deltek Vision or similar ERP/CRM system
    • Knowledge / previous experience with Bluebeam Revu
    • Ability to train others in system usage and office procedures
    • Experience with Adobe InDesign preferred but not required
• Communication: Ability to communicate clearly and professionally, both virtually and in person.
• Writing Skills: Excellent grammar, spelling, formatting, proofreading, and document preparation skills.
• Organizational Skills:
  • • High-level multitasking and time management skills
    • Ability to balance and prioritize short-term deadlines across multiple offices
    • Strong attention to detail and accuracy
• Proactive Mindset:
  • • Anticipates needs and takes initiative within Walker standards and procedures
    • Resourceful, quick-thinking, and adaptable to changing priorities under pressure
• Personal Attributes:
  • • Motivated, positive attitude, and willingness to help
    • Patience and flexibility in a fast-paced environment
    • Maturity to maintain confidentiality of information
• Physical Requirements: Ability and willingness to unpack office supplies, including boxes of paper weighing 20+ pounds.