Administrative Support Specialist — Office & Logistics

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

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.