Administrative Assistant

Timberlab Laminators, LLC; Portland (OR); On-site; USD 48,000 - 56,000; Full time

Job summary

Timberlab Laminators, LLC in Portland, OR is seeking an organized Administrative Assistant to support office teams and guests, and to help run daily operations across project locations.

The role involves managing calendars, coordinating travel, handling supply orders, and assisting with onboarding and document processing to ensure a positive experience for staff and visitors.

Qualifications

• High school diploma or GED required; technical degree a plus.
• Minimum of 3 years administrative experience or equivalent.
• Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Teams).
• Strong English verbal communication and professional telephone manners.

Responsibilities

• Provide general administrative support to office teams, employees, and guests.
• Assist with office operations including guest relations, answering phones, desk assignment, mail management, and facility procedures.
• Manage office calendar, schedule meetings and events, and coordinate travel/lodging as needed.
• Maintain office presentation, cleanliness, and guest experience; handle procurement of equipment and supplies.
• Coordinate internal/external meetings and assist with document processing and expense reporting as necessary.

Skills

Microsoft 365

Data entry

Communication

Multitasking

Notary Public eligibility

Education

High school diploma or GED

Tools

Video conferencing equipment

Job description

Job Description Summary:

To provide general administrative support to teams, office personnel, guests, and other specified or assigned location(s). Support the daily operations of assigned office(s) or jobsite locations and ensure employees and guest have a positive experience.

POSITION RESPONSIBILITIES AND DUTIES:

• Ability to perform essential Office Assistant responsibilities.
• Provide general administrative support to office teams, employees, and guests.
• Assist office operations including guest relations, answering phones, desk assignment, mail management, and overall office management procedures or facility management.
• Serve as point of contact for office logistics including building access, desk set up, and parking access.
• Maintain office calendar including scheduling meetings, events, interviews, and guest appointments.
• Responsible for office presentation, cleanliness, maintenance, and guest experience.
• Coordinate vendors for general equipment and services repairs or updates.
• Serve as a liaison with other departments and help resolve day to day issues.
• Provide technology support and troubleshooting assistance for office equipment including printers, mobile devices, video conference equipment, conference functioning, and local server maintenance.
• Assist with onboarding new hires, ordering equipment, office access, prepare workstation, and any other logistic to ensure a positive experience.
• Order and maintain inventory of company apparel, PPE, and swag.
• Order office and breakroom supplies while keeping monthly budget in mind
• Maintain kitchen supplies, snacks, beverages, and order meals as necessary.
• Ensures ongoing maintenance of equipment; order and restock office supplies and equipment.
• Support with fleet and asset assignment and maintenance.
• Assist with maintaining and updating files, databases, records, and/or other documents
• Coordinate internal/external meetings, support with travel and lodging coordination.
• Assist with company event coordination, office celebrations, and outreach efforts.
• Support with communications as necessary.
• Assist with auditing reports, coding invoices, and expense reporting as necessary.
• Maintain safety procedures, office / jobsite postings and first aid kit(s) to ensure compliance with local, state, and federal laws.
• Run miscellaneous errands; pick up deliveries as required or directed during business hours.
• Complete other responsibilities and activities as assigned.

SKILLS OR EXPERIENCE REQUIREMENTS:

• High school diploma/GED, technical degree a plus.
• Minimum of 3-year administrative experience or equivalent combination of education and experience.
• Knowledge and use of Microsoft 365 (Word, Excel, PowerPoint, and Teams)
• Knowledge in general office procedures, video conferencing equipment and office machines
• High proficiency in English verbal communication skills including professional telephone manner
• Proficient in performing accurate and efficient typing and data entry
• Proficient written communication skills including business writing skills
• Maintain appropriate levels of confidentiality.
• Skilled at managing multiple projects and tasks
• Reliable, dependable, resourceful, and flexible
• Physical job location is determined by project and subject to change based on project assignment(s).
• Reliability, dependability and flexibility
• Currently possess or ability to obtain Notary Public for the state of facility location within 6 months from the employment start date