Junior Office Coordinator

Overview

Location:

Portland

Kittelson is hiring a permanent part-time Junior Office Coordinator in our Portland office. This individual will create an impactful and welcoming experience for all in the office and will work closely with the local administrator.

Kittelson is a transportation planning and engineering firm that aims to improve the safety, access, and reliability of transportation systems for people who walk, bike, drive, and take transit across the United States. Our team of more than 350 people values an entrepreneurial spirit and a strong commitment to putting people before profits.

Position summary:

Kittelson & Associates, Inc. is hiring a Junior Office Coordinator in our Portland office. This is a permanent, part-time position at 15 – 20 hours per week in the office. Hours are negotiable but a consistent schedule is needed for working approximately four days per week. You will work with our team of engineers, planners, accounting, IT, and marketing staff in the Portland office.

Your day-to-day responsibilities will be dynamic and varied.

A positive attitude with the ability to adapt in a fast-paced environment is essential. You should be able to identify needs and propose solutions to successfully complete projects with strong collaboration.

• Serve as a reliable and flexible front desk coordinator, anticipating needs and managing administrative and operations requests with guidance from the local administrator.
• Restock groceries weekly and respond to staff requests related to kitchen supplies.
• Maintain the kitchen by regularly cleaning out refrigerators, keeping supplies organized, and monitoring appliances.
• Coordinate group lunches by communicating with caterers, setting up the space, and cleaning up afterward.
• Provide refreshments and support for meetings and presentations.
• Schedule meetings, including creating focus groups, assisting staff with conference room calendars, and coordinating presentation logistics.
• Welcome visiting staff, clients, candidates, and new team members; communicate with the office in advance as needed; provide office tours; and help guests locate supplies and resources.
• Support candidate and staff visit logistics, including Tier III interviews, by welcoming visitors, setting up presentations, and coordinating with involved staff.
• Keep office supplies stocked and order additional supplies based on staff requests.
• Sort and distribute incoming mail, coordinate signatures, and manage outgoing mail and package shipments.
• Maintain printer supplies and assist staff with printing projects of all sizes.
• Operate and maintain proficiency with the binding machines.
• Assist staff with logistical tasks, such as setting up tables or gathering supplies.
• Communicate with building management regarding maintenance requests and building inquiries, and coordinate with vendors on office moves, furniture relocation, and furniture removal.
• Work with regional leadership to update the office, including preparing desks for new staff, reorganizing areas, clearing out old items, and coordinating office changes with vendors as needed.
• Plan and host small in-office events, such as coffee tastings, trivia, and happy hours, as well as larger events such as Transportation Engineering & Safety seminars, including booking venues, coordinating supplies, setting up local events, and preparing Professional Development Hours certificates.
• Support staff-focused and celebratory events, such as anniversaries, baby showers, and retirements, including purchasing gifts and coordinating event details.
• Collaborate with the administrative team on firmwide tasks as needed.

• High School Graduate
• Basic Microsoft 365 skills (Outlook, Teams and Word)

• Attentive to detail
• Communicative and positive with a high level of customer service
• Reliable
• Ability to work in a self-directed environment, work through challenges and reach out for assistance when needed
• Strong desire to learn

This position offers a competitive hourly rate of $19.00 per hour and a culture that values diversity and inclusion.

If you have a passion for what you do and want to work with a great team that is making a difference in transportation today, we want to hear from you. Take the first step by using the “apply now” button to express interest.

Kittelson is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.