Administrative Assistant

condonjohnson; Portland (OR); On-site; USD 39,950 - 44,083; Full time

Job summary

Condon-Johnson & Associates, a geotechnical construction contractor, seeks an Administrative Assistant to support office and project teams. The role includes records management, purchasing, payroll support, travel coordination, and vendor communications.

The ideal candidate is organized, detail-oriented, and capable of handling multiple priorities while delivering excellent internal service. Office-based position with occasional travel to company offices and job sites.

Qualifications

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite and related tools.

Responsibilities

• Answer and direct incoming phone calls in a professional manner.
• Organize and maintain project documentation and packing slips.
• Prepare and process employee expense reports.
• Create and manage purchase orders.
• Perform filing, scanning, copying, and general document management.
• Assist with maintaining and distributing company merchandise and supplies for field personnel.
• Monitor and replenish office supplies.
• Coordinate with vendors on orders, deliveries and inquiries.
• Arrange travel accommodations and related logistics for employees.
• Process and track vendor invoices for payment.
• Assist with payroll processing and related administrative tasks.
• Support onboarding and new hire documentation.
• Maintain accurate records and assist with special projects.

Skills

Organization & time mgmt

Attention to detail

Verbal & written comms

MS Office

Confidentiality

Tools

MS Office Suite

Job description

ABOUT CONDON-JOHNSON & ASSOCIATES

Condon-Johnson & Associates is an innovative geotechnical construction contractor recognized for designing and building complex foundation systems for commercial, heavy civil, and industrial projects throughout the Western United States. We have built a reputation for solving challenging geotechnical and foundation construction problems through technical expertise, innovation, and a commitment to safety and quality. Our district offices are located in Oakland, Los Angeles, San Diego, Seattle, Portland, Bozeman and Denver.

Position Summary

The Administrative Assistant provides administrative and operational support to the office and project teams. This position is responsible for maintaining organized records, assisting with purchasing and payroll processes, coordinating travel arrangements, managing vendor communications, and supporting general office operations. The ideal candidate is organized, detail-oriented, able to manage multiple priorities, and committed to providing excellent internal customer service.

Essential Duties and Responsibilities

• Answer and direct incoming phone calls in a professional manner.
• Organize and maintain packing slips, invoices, and other project-related documentation.
• Prepare and process employee expense reports.
• Create and manage purchase orders.
• Perform filing, scanning, copying, and general document management.
• Assist with maintaining and distributing company merchandise and supplies for field personnel.
• Monitor and replenish office supplies to ensure efficient office operations.
• Coordinate with vendors regarding orders, deliveries, and account inquiries.
• Arrange travel accommodations, transportation, and related logistics for employees.
• Process and track vendor invoices for payment.
• Assist with payroll processing and related administrative tasks.
• Support onboarding activities and assist with new hire and employee documentation.
• Maintain accurate records and assist with special projects as assigned.
• Perform occasional business-related errands and travel, including picking up supplies, delivering documents, visiting vendors, the post office, FedEx, or other company-related locations.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift office materials and supplies as needed.
• Ability to operate standard office equipment, including computers, printers, scanners, and copiers.

Driving Requirement

This position requires occasional driving for company business purposes, including picking up supplies, delivering documents, visiting vendors, attending meetings, and other office-related errands. Employees must possess and maintain a valid driver's license and remain eligible for approval under the company's vehicle insurance program throughout their employment.

Work Environment

This position is primarily performed in an office environment and may require occasional travel to company offices, vendors, job sites, or other business-related locations.

Hourly $29 - $32 DOE