Description

VHB is seeking an Administrative Office Manager to join its Princeton, NJ team. The role oversees and coordinates administrative staff across one or more functional areas, handling office-wide administrative matters. It also includes supervisory duties such as planning, assigning work, evaluating performance, and providing coaching and mentoring.

The manager assists project managers with budget preparation, project setup, scheduling, and contract/subcontract administration. Project-specific duties include maintaining tracking logs for proposals and contracts, supporting the business-development pipeline, preparing and reviewing contracts, and coordinating cross-departmental meetings. Additional responsibilities involve assisting with budget and timetable preparation, tracking project progress, arranging logistics for senior leaders, and facilitating new-employee onboarding.

General responsibilities encompass understanding and adhering to VHB’s organizational policies, managing calendars and travel for senior leaders, and responding promptly to internal and external communications. The role also produces reports, spreadsheets, presentations, and other documents as needed, and supports building management tasks such as security, office supplies, and equipment procurement.

• Manage and coordinate administrative staff across functional areas.
• Supervise, plan, assign work, evaluate performance, and mentor team members.
• Assist project managers with budgets, project setup, schedules, and contracts.
• Maintain tracking logs for proposals, contracts, amendments, and related documents.
• Support creation and tracking of the business development pipeline.
• Prepare, amend, and review project contracts and agreements for completeness.
• Coordinate project-related meetings and cross-departmental schedules.
• Help prepare budgets, timetables, and track project progress.
• Arrange travel and logistics for senior leaders.
• Oversee new employee onboarding and preparation.
• Manage calendars, travel, and communications for senior leadership.
• Produce reports, spreadsheets, presentations, and other requested documents.
• Handle building management tasks including security, supplies, and equipment procurement.
• Mentor and coach staff while delivering exceptional customer service.
• Work on complex, transformational projects in a collaborative, inclusive environment.

Requirements

The ideal candidate is highly skilled with Microsoft Office Suite and Adobe Acrobat, self-motivated, organized, and detail-oriented. They demonstrate strong teamwork, the ability to mentor and coach others, exceptional customer service, critical-thinking and problem-solving abilities, and excellent verbal, written, and interpersonal communication skills.

Qualifications include at least eight years of office administration experience, preferably in the AEC industry, a high school diploma, and an associate’s or bachelor’s degree preferred. Supervisory experience is also preferred.

• Utilize Microsoft Office Suite and Adobe Acrobat proficiently.
• Apply critical thinking, problem‑solving, and strong communication skills.
• Possess 8+ years of office administration experience, preferably in AEC.
• Hold at least a high school diploma; associate or bachelor's degree preferred.
• Prior supervisory experience preferred.

Benefits

VHB offers a diverse and inclusive culture, opportunities to work on complex transformational projects, and a focus on learning, development, and career growth. Employees enjoy best-in-class benefits and a flexible hybrid workplace. VHB is an Equal Opportunity Employer committed to inclusion and diversity.

• Access flexible hybrid workplace and best‑in‑class benefits.

Training + Development

Interview process

Visa Sponsorship

Security clearance