Office Assistant

Timberlab; Portland (OR); Vor Ort; USD 37.000 - 54.000; Vollzeit

Zusammenfassung

Timberlab is seeking a Junior Administrative Assistant to provide office support for the project management team. The role includes answering phones, greeting clients, handling mail and shipping, and assisting with travel arrangements and onboarding for new hires.

The candidate should have strong organization, excellent English communication, and the ability to work independently. Occasional travel and office coordination duties are included.

Qualifikationen

• Ability to keyboard 45 wpm accurately.
• Working knowledge of general office procedures and office machines.
• Proficient in English verbal communication skills, including professional telephone manner.
• Excellent organizational skills, ability to prioritize, and comfortable working independently.
• Valid driver's license.

Aufgaben

• Answer phones, screen items and direct calls to appropriate person.
• Greet clients, visitors, and vendors professionally and direct them appropriately.
• Process incoming/outgoing mail; sort, prioritize, and distribute.
• Manage shipping/receiving, create labels, and handle post office trips as needed.
• Maintain office phone lists and email distribution groups.
• Assist vendor management: janitorial, security, coffee services; process invoices.

Kenntnisse

Typing 45 wpm

Office procedures

Verbal English

Organizational skills

Driver's license

Tools

Bluebeam

CMiC

Jobbeschreibung

Job Description Summary:

Provide office administrative support to project management team or department (may be one or more people).

Job Description:

POSITION RESPONSIBILITIES AND DUTIES

• Ability to perform all essential duties of Junior Administrative Assistant
• Answer phones - screen/handle routine items and direct calls as appropriate
• Greet clients, visitors, and vendors in a professional manner, direct to appropriate person
• Process incoming and outgoing mail including UPS, courier service and Federal Express; sort, prioritize, and distribute, handle items not requiring supervisor’s attention
• Manage shipping and receiving for the office, create labels, purchase stamps, occasionally make trips to the post office for certified mail
• Maintain office phone list and email group distribution list
• Manage and provide support with office vendor management to include janitorial services, security system, coffee services, processing invoices and submission of building maintenance requests
• Assist with travel arrangements, planning itineraries and scheduling meetings
• Assist with new hire onboarding and scheduling assistance as required, order required equipment, parking passes, fuel cards and prepare new hire boxes.
• Assist with setting up new vendors in cost management system and processing credit applications
• Assist with general administration management of office/facilities, including assistance with office moves, water plants, clearing, order catering and setting up of office workstations for new hires.
• Maintain inventory of office and breakroom supplies while keeping monthly budget in mind
• Maintain conference room and office room appearance
• Event management support for Regional Event Coordinator and other office events as assigned
• Occasional travel between offices may be required
• Order and distribute plans
• Complete other responsibilities as assigned

MINIMUM SKILLS AND REQUIREMENTS

• Ability to keyboard 45 wpm accurately
• Working knowledge of general office procedures and office machines
• Proficient in English verbal communication skills, including professional telephone manner
• Excellent organizational skills, ability to prioritize, and comfortable working independently
• Valid drivers license

ADDITIONAL SKILLS OR KNOWLEDGE A PLUS:

• Minimum two years secretarial or clerical experience in addition to above training
• Public Notary in applicable state
• Bluebeam
• CMiC