Office Manager/Project Support Specialist

Overview

This position provides technical, office coordination, and administrative support to a group of engineers delivering technical services to clients. The ideal candidate is self‑motivated, excels at written and verbal communication, and enjoys a variety of responsibilities ranging from technical drafting to office management.

Responsibilities

• Collaborate with project teams on drafting and research for technical deliverables (proposals, reports) and curate, proofread, and format correspondence, emails, memos, meeting minutes, agendas, presentations, and other documents.
• Perform advanced formatting in Word and Excel, including styles, macros, pivot tables, and other complex features.
• Manage branch office recruiting efforts with local universities—coordinate events, maintain university contacts, schedule and staff interviews, and document lessons learned.
• Work with engineers to track client engagement, identify growth opportunities, and pinpoint industry events or strategic initiatives to foster new client relationships.
• Interface with clients to ensure smooth project progression.
• Oversee day‑to‑day interactions with outside vendors (office supplies, shipping, building management, etc.).
• Maintain office set‑ups, including supplies, conference rooms, and equipment.
• Act as liaison to other office personnel (branch offices, facilities, contracts, accounting, IT, HR).
• Coordinate employee morale events and support organization‑wide activities such as monthly meetings, project coordination, and business material preparation.
• Archive, manage, and enter data into MPR’s in‑house opportunity and project management database and electronic document management system (EDMS).
• Assist with internal and external verbal and written communications.
• Coordinate travel and meeting schedules, and complete expense reports.
• Support senior personnel in project oversight—track and review project status, maintain detailed records, and format project‑related data.
• Assist with business development and marketing material coordination.
• Compile current industry events for specific industry areas.
• Provide general reception coverage, greet visitors, direct calls, and respond to information requests.
• Perform basic administrative functions such as photocopying, scanning, faxing, shipping, and other duties as assigned.

Qualifications

• College degree desired.
• Four (4) years of experience in a professional services or similarly fast‑paced environment.
• Experience managing a small office preferred.
• Experience in graphic design, project management, or planning is a plus.
• Must meet Export Control compliance requirements as a “US Person” (U.S. citizen, lawful permanent resident, refugee, or asylee).

Skills

Software

• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Project, Outlook).
• Experience with AutoCAD, Python, and/or SharePoint is a plus.
• Basic proficiency in Visio preferred.
• Proficient with Adobe Acrobat Professional or similar PDF software.
• Basic proficiency in Photoshop or similar image‑manipulation program.

Personal

• Ability to work collaboratively across functional teams.
• Strong self‑leadership and initiative to identify assistance opportunities and process improvements.
• Excellent time‑management and customer‑service skills.
• Adaptability to a dynamic, fast‑paced environment.
• Curious, questioning attitude and openness to others’ ideas.
• Professional verbal and written communication.
• Attention to detail with high accuracy while working independently.
• Capacity to manage multiple tasks simultaneously and adjust to changing priorities.
• Outstanding organizational and interpersonal skills; able to interface with multiple management levels.
• Proactive interaction with project teams to complete work.
• Ability to follow instructions, take ownership, seek clarification, and communicate regularly.
• Flexible, motivated, resourceful, and organized in a multi‑functional role.
• Motivation to expand skills, tackle new problems, and assume additional responsibilities.
• Solid proofreading skills.

Compensation

Salary range: $60,000 – $85,000 annually. Actual compensation is based on experience, internal parity, education, and skills.

Benefits

• Comprehensive healthcare (medical, dental, vision)
• Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)
• 401(k) plan with profit sharing
• Paid time off

Schedule & Logistics

• Location: Salt Lake City, UT
• Position type: Full‑time, non‑exempt
• Travel: Approximately 5% (varies by project), including trips to headquarters in Alexandria, VA