Administrative Support & Operations Coordinator

Talentify; Portland (OR); On-site; USD 42,000 - 65,000; Full time

Job summary

Talentify is seeking an Administrative Support Assistant for its Engineering & Construction Division. This highly structured role provides support and customer service for timekeeping, travel operations, property accountability, reimbursements, correspondence, procurement, and related duties.

The position focuses on maintaining tracking systems, preparing reports, coordinating travel, and ensuring compliance with policies while supporting staff and management in daily administrative functions.

Qualifications

• Background suitability determination may be required.
• Experience with timekeeping, travel operations, and reimbursements.
• Ability to manage property records and procurement processes.
• Prepare reports and use databases and spreadsheets.

Responsibilities

• Screen, route, and distribute incoming correspondence; manage a formal suspense and tracking system to ensure timely responses; draft replies to routine inquiries.
• Prepare monthly administrative reports and presentations using databases, spreadsheets, and graphics software; automate reporting methods; requisition office supplies and IT equipment using a GPC protocol.
• Coordinate with the Sub-Hand Receipt Holder to track, survey, and account for all nonexpendable property; update the master property book database; maintain the Document Control Register.
• Provide travel policy guidance to staff and prepare all official travel requests and documentation.
• Act as the primary timekeeper using the automated timekeeping system; audit time and leave records including payroll corrections.
• Serve as Training Coordinator; administer annual training surveys; assist with IDPs; coordinate specialized technical training courses.

Skills

Timekeeping

Travel coordination

Property accountability

Tools

GPC protocol

Document Control System

Job description

Talentify is seeking an Administrative Support Assistant for its Engineering & Construction Division. This highly structured role provides support and customer service for timekeeping, travel operations, property accountability, reimbursements, correspondence, procurement, and related duties.

The position focuses on maintaining tracking systems, preparing reports, coordinating travel, and ensuring compliance with policies while supporting staff and management in daily administrative functions.