Administrative Assistant

Timberlab; Portland (OR); On-site; USD 45,000 - 65,000; Full time

Job summary

Timberlab in Portland, OR seeks an organized Office Assistant to provide general administrative support to office teams, guests, and jobsite locations. You will assist with calendar management, guest relations, phones, desk setup, and office operations to ensure a positive experience.

The role requires 3+ years of administrative experience, strong MS 365 skills, excellent written and verbal communication, and confidentiality. Notary Public eligibility within 6 months is required.

Qualifications

• High school diploma/GED; technical degree a plus.
• Minimum of 3 years administrative experience or equivalent.
• Knowledge and use of Microsoft 365 (Word, Excel, PowerPoint, and Teams).
• Knowledge of general office procedures, video conferencing equipment and office machines.
• Strong English verbal communication and professional telephone manners.
• Proficient typing and data entry.
• Strong written communication and business writing skills.
• Maintain confidentiality and handle sensitive information appropriately.
• Ability to manage multiple projects and tasks.
• Notary Public for the state of the facility location within 6 months from start date.

Responsibilities

• Provide general administrative support to office teams, employees, and guests.
• Assist with office operations: guest relations, answering phones, desk assignment, mail management, and facility management.
• Coordinate office logistics: building access, desk setup, parking, and calendar management.
• Support onboarding, equipment orders, workstation setup, and logistics for new hires.
• Order and manage inventory of apparel, PPE, and swag; stock office and breakroom supplies.
• Maintain kitchen supplies, snacks, beverages, and cater meals as needed.
• Coordinate vendor services and repairs for equipment.
• Assist with travel, lodging, and internal/external meetings.
• Support events, communications, expense reporting, and audits as needed.
• Ensure safety procedures and postings align with laws; run errands as required.

Skills

MS 365

Office multitasking

Data entry

Confidentiality

Written communication

Verbal communication

Basic IT support

Education

High school diploma or GED

Tools

Microsoft 365 (Word, Excel, PowerPoint, Teams)

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.

Job Description:

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