Office Manager

Office & Administrative Support:

• Train and manage administrative support staff.

• 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 off-site storage.

• Record opportunities, plans, and projects in Deltek as required.

• Work with Project Managers to ensure contract compliance; upload executed agreements and insurance certificates to internal systems.

• Be proficient in Deltek to generate reports and support management requests.

• Maintain and manage office accounts receivable and contract compliance database.

• Respond to and direct incoming inquiries to appropriate personnel and provide primary phone coverage.

• Maintain inventory of office supplies and order as needed. This may include unpacking supplies, which may require lifting in excess of 20 pounds.

• Maintain office equipment and cleanliness, including but not limited to all common areas, conference rooms, wellness room, and storage areas.

• Arrange travel when necessary.

• Process package information for shipment via FedEx (i.e., generating shipment labels), which may require lifting in excess of 20 pounds.

• Responsible for incoming and outgoing mail.

• Complete or assist with special projects and event preparations as required.

• Coordinate with other offices and assist with special projects as required.

• May provide backup for additional clerical duties when needed.

• Various tasks as required to keep a professional office running smoothly.

Accounting Support

• Review and process submitted staff expense reports, timesheets, and vendor invoices; monitor and resolve discrepancies.

• Serve as the primary point of contact between project managers and project accounting regarding project setup, reporting, billing, forecasting, and budgeting.

• Maintain office billing files, including agreements, invoices, unbilled detail reports, and subcontract agreements.

• Work with collections to support timely accounts receivable.

• Obtain project manager approval of subcontract invoices and forward to accounting.

• Exercise appropriate purchasing controls and assist with ongoing expense management.

• Submit weekly accounts payable.

• Maintain and reconcile travel records in coordination with accounting.

• Compile month‑end documents (copies, postage, tools, logs, etc.) and forward to accounting.

Human Resources

• Ensure timely processing of employee paperwork for new and terminating employees.

• Ensure all new employee forms are completed accurately and signed as required.

• Prepare for and assist with new employee orientation, using the New Employee Orientation Checklist and New Hire Training materials.

• Support staff with updates in Employee Self Service and notify HR of changes such as address updates, life events, or leave of absence.

Marketing Assistance:

• Act as backup for the Marketing department, entering and updating opportunities in Deltek and tracking status changes.

• Assist with RFPs, RFQs, proposals, and presentations; proofread for accuracy and consistency, as needed.

• Support planning/organizing activities, networking events, career fairs, conferences, and other meetings, as needed.