Office Administrator

Job Description

The Office Administrator provides essential administrative and operational support to ensure the smooth functioning of the field office. Reporting to the field office manager this role works closely with the project team, including the Field Office Manager, Project Superintendent, Project Manager, and subcontractors. The Office Administrator plays a key role in supporting the coordination of documentation and daily office operations. Through strong administrative support and attention to detail, this position contributes to the overall efficiency and success of the project.

To support Hoffman’s dedication to its people this position will be located fully on site in Portland, OR.

$45,000 to $60,000 DOE + Incentives

• Supply Management:
  Manage the ordering and stocking of essential office, kitchen, event, and PPE supplies.
• Meeting & Calendar Coordination:
  Maintain and reserve meeting room calendars and support planning needs as well as manage email distribution lists relating to the project.
• Visitor Coordination:
  Greet and sign in visitors, ensuring all necessary legal documentation is completed and filed appropriately for onsite access.
• Vendor Relations:
  Assist the Field Office Manager coordinate with and oversee service vendors, including janitorial staff, couriers, coffee and water machine providers.
• Event Support:
  Assist the Field Office manager plan and organize in-office and onsite events, such as holiday celebrations and craft appreciation activities.
• Onboarding Assistance:
  Support the onboarding process for new hires, internal transfers, and consultants.
• Timesheet Management:
  Collect and file employee timesheets in a timely and organized manner.
• General Administrative Support:
  Assist office staff with various requests and administrative tasks to support overall efficiency.
• Assist in tracking drug testing and safety orientation paperwork.
• Assisting in developing and maintaining files, forms, purchase orders, subcontract files, meeting minutes, miscellaneous forms etc.
• Assist with maintaining office supplies needed for the job.
• Organize and lead the site security and badging administrative process.
• Organize and lead project daily diaries, meeting minutes, and other assignments.
• Assist with copying, filing, and mailing/distribution of job site correspondence.

• Supply Management:
  Manage the ordering and stocking of essential office, kitchen, event, and PPE supplies.
• Meeting & Calendar Coordination:
  Maintain and reserve meeting room calendars and support planning needs as well as manage email distribution lists relating to the project.
• Visitor Coordination:
  Greet and sign in visitors, ensuring all necessary legal documentation is completed and filed appropriately for onsite access.
• Vendor Relations:
  Assist the Field Office Manager coordinate with and oversee service vendors, including janitorial staff, couriers, coffee and water machine providers.
• Event Support:
  Assist the Field Office manager plan and organize in-office and onsite events, such as holiday celebrations and craft appreciation activities.
• Onboarding Assistance:
  Support the onboarding process for new hires, internal transfers, and consultants.
• Timesheet Management:
  Collect and file employee timesheets in a timely and organized manner.
• General Administrative Support:
  Assist office staff with various requests and administrative tasks to support overall efficiency.
• Assist in tracking drug testing and safety orientation paperwork.
• Assisting in developing and maintaining files, forms, purchase orders, subcontract files, meeting minutes, miscellaneous forms etc.
• Assist with maintaining office supplies needed for the job.
• Organize and lead the site security and badging administrative process.
• Organize and lead project daily diaries, meeting minutes, and other assignments.
• Assist with copying, filing, and mailing/distribution of job site correspondence.

• High school diploma or GED required.
• Minimum of one (1) year of accounting and office management experience in the construction, engineering, or architectural (or…