Office Manager

~ Westwood is a multi-disciplined national surveying and engineering services provider for commercial and residential development, public infrastructure, wind energy, solar energy, energy storage, and electric transmission projects. ~

Westwood was established in 1972 in Minneapolis, Minnesota and has grown to serve clients across the nation from multiple U.S. offices. In 2018, Westwood received Zweig Group’s Best Firms to Work For and Marketing Excellence awards, ranked on industry top 25 lists, and received recognition for its involvement on award-winning projects nationwide.

Position Overview

Westwood Professional Services, Inc. is seeking an Office Manager to join our team in our Middleton, WI office. This position will provide office management and front desk support for the staff at Madison (Middleton) office location on a flexible part-time basis through February. Schedule has the potential to increase after January and will be 20-30 hours ideally 4-5 days a week while our current Office Manager is out on leave.

The office manager will be responsible for providing oversight to the day to day administrative operations of the local office. Facilitate and deliver on a variety of administrative services. Assure that the office is functioning in a healthy, productive manner. Westwood has a highly experienced and dynamic team of individuals dedicated to providing high-level professional services to our clients.

Duties and Responsibilities

• Answer the main phone line
• Solicit, select, and manage office vendors and suppliers
• Prepare, monitor, and manage variable expense budgets for the office (ex: office supplies, employee relations)
• Disperse information and updates to local staff at monthly town hall meetings
• Coordinate candidate interview visits on behalf of PMs and HR
• Oversee the accommodations for office visitors (employees, clients, vendors, etc.)
• Work with local leadership to help coordinate internal meetings and meetings with clients
• Engage Corporate Service leadership for support in meeting office objectives
• Facilitate IT services for the office (liaison to the IT infrastructure team)
• Responsible for event coordination within the office
• Ensure the office is represented within Westwood's Safety and Health & Wellness groups
• Manage office Giving Back budget and activities
• Monitor office space and seating status
• Other duties as assigned by National Office Manager or the Principal in Charge

Qualifications

Required Kills & Experience:

• Two-year degree and 2-5+ years of experience preferred
• Effective written and verbal communications is necessary
• Ability to utilize critical thinking and judgment to resolve problems and issues independently
• Ability to multi-task, work under pressure and meet deadlines
• Strong organizational skills with the ability to independently and proactively manage multiple projects/assignments, determine and set job priorities, and work with limited/direct supervision
• Handle confidential and non-routine information
• Adapt to ever changing work environments
• Proficient with Microsoft Office Suite

For Preferred Consideration (Not Required):

• Two-year degree
• Phone system experience
• Experience with Deltek Vision
• Invoicing assistance

Westwood provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We believe that diverse backgrounds strengthen our business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.