Assistant Office Manager; Portland

• Division:
  Oregon
• Project Location(s):
  Portland, OR 97205 USA
• Minimum Years
  
  Experience:
• Travel Involved:
• Job Type: Regular
• Job Classification:
  Experienced
• Education:
• Job Family:
  Administrative Support
• Compensation:
  Salaried Non-Exempt

Supervise local office functions and coordinate administrative services, processes, procedures, and administrative team in office location.

• Engage in partnerships with building/facilities manager for day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting) and provide appropriate level of access for vendors/technicians to perform duties while preserving security of office and staff.
• Understand service level agreements with vendors and service technicians for related office services and equipment repairs and servicing and engage with local office management and/or Information Systems (IS) team for office related technology support.
• Collaborate with business unit (BU) Safety Manager on related safety aspects of office environment (e.g., coordinate office access key fobs with IS team, serve as Emergency Contact for location, and document safety performance).
• Assist Office Manager with research for event venues and prepare vendor comparison and pricing analysis; provide support for and attend BU and company activities and events as needed.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
• Provide excellent customer experience and prompt responses to requests for office support.
• Assist in supervision of team assignments, commitments, and deadlines.
• Update office staff seating/organizational charts; support, coordinate, and execute local office moves.
• Participate in event coordination activities, including team meetings, engage with vendors, and provide timely status to local office management.
• Maintain records retention account and filing and documentation retrieval systems, physically and digitally. Maintain data in AIA (American Institute of Architects) contract software. Notarize pay applications and other documents.
• Provide accurate and timely submission of office expenses and process day-to-day office/administrative support activities.
• Maintain office/kitchen supplies and submit supply order for purchase approval to local office management.
• Contribute to development of Standard Operating Procedures (SOP) for team roles and innovative ideas to improve systems, processes, and service quality.
• Assist in supervision of Administrative Services (AS) team and assist in new staff orientation.
• Provide AS team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
• Assist Administrative Services (AS) team and Business Unit (BU) staff with office related matters(e.g., facilities, supplies, safety).
• Serve as point of contact for external office vendors and service technicians; and provide appropriate levelof access for vendors and technicians to perform duties while preserving security of office and staff.
• Responsive to office or facility service requests and support day-to-day facilities management (e.g.,repairs, HVAC (Heating Ventilation and Air Conditioning), janitorial and housekeeping services, lighting), liaise with building/facilities manager as directed.
• Maintain office/kitchen supplies and submit supply order for purchase approval to Office Manager.
• Maintain general conference room calendars, prepare meeting rooms, process catering requests, and maintain appearance of conference rooms and reception areas.
• Process day-to-dayoffice/administrative support activities (e.g., mail, overnight mail, packages,photocopying, filing, sending e-faxes, update phone listings, invoice processing).
• Assistance with Trade Payroll and onboarding paperwork and Event Planning duties as needed
• Other activities, duties, and responsibilities as assigned.

The salary range for this position is estimated to be 65,000. USD annualized.

• High school diploma or GED and minimum of 4 years of relevant office or administrative experience in construction or other service industry required; with relevant administrative certification, desired
• General office services and/or facilities management experience, desired
• Commissioned Notary Public, desired
• Effective active listening skills and follow up on commitments and deadlines
• High degree of organization, attention to detail and accuracy
• Good judgment to solve problems and prioritize responsibilities
• Effective communication skills with others that are not direct reports
• Supervisory experience, desired
• Clear verbal communication and business writing skills
• Proficient computer skills and Microsoft Office suite of applications, and related office services applications

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform…