Office Manager - Power & Energy

Cianbro; Portland (ME); On-site; USD 41,000 - 64,000; Full time

Benefits offered by this job

Employee-owned

Tobacco-free workplace

Equal opportunity employer

Job summary

Cianbro is seeking a highly organized front desk administrator to serve as the first point of contact for visitors and calls, handling a range of tasks from mail to IT coordination.

The role requires strong attention to detail, excellent time management, and the ability to work with cross-functional teams. Some overtime may be required.

Qualifications

• Associate degree in Business or equivalent, or 5+ years in a similar role.
• Bilingual Spanish/English is a plus.
• Detail-oriented with strong time management.
• Willing to work overtime; maintain confidentiality.

Responsibilities

• Interact with all levels of the organization and external contacts daily as the first point of contact.
• Welcome and orientate team members and guests to the property.
• Coordinate office maintenance and cleaning with vendors.
• Prepare reports and presentations and manage mail.
• Maintain filing systems and IT coordination.
• Oversee office supplies and equipment maintenance.

Skills

Customer service

Office administration

Time management

Bilingual Spanish/English

Education

Associate degree in Business or equivalent

Tools

Word

Excel

Outlook

PowerPoint

Job description

The successful candidate will be responsible for performing various tasks as the first point of contact at the front desk including answering telephones, relaying messages, updating filing systems, onboarding team members, updating electronic transactions, office maintenance and supply management, conference and meeting management, IT coordination, mail distribution, and preparing presentations and documents as required. The wage range for this position is $900.00 to $1,400.00 per week. Compensation will be determined based on knowledge and experience.

Job Responsibilities

• Interact with all levels of the organization and external contacts/customers on a daily basis as the first point of contact
• Welcome and orientate team members and guests to the property
• Manage and maintain strict security policies and procedures
• Liaison between project sites, market offices, corporate offices, and team members providing a high level of customer service to resolve issues and inquiries
• Work in partnership with the office departments and assist with all business aspects
• Manage emergency service support and maintenance of emergency drills
• Manage, schedule, and coordinate any office maintenance and cleaning with internal and external outside vendors
• Maintain and update reports for daily, weekly, and monthly tracking
• Manage event planning and coordination, occasional support of onboarding processes
• Point of contact for office supplies, copier, and office equipment maintenance, and troubleshooting
• Ability to prioritize time-sensitive material ensuring high-priority items are expedited and routed based on urgency
• Prepare outgoing mail and correspondence via US mail, FedEx/UPS, or fax
• Order and pick up food items for scheduled meetings
• Other administrative duties as requested

Qualifications/ Requirements

• Associate degree in Business or equivalent experience or 5 years of experience in a similar role preferred
• Bi-lingual (Spanish/English) is a plus, but not required
• Portray a positive professional image to the public, our client, and our team members
• Must be detail-oriented, self-motivated, excellent time management & prioritization.
• Must be willing to work overtime, as needed
• Must possess extremely high ethical standards, and the ability to maintain the confidentiality of all data and files
• Occasional travel is required
• Possess outstanding organizational skills, including working on simultaneous projects and issues
• Demonstrated computer skills in Word processing, Excel, Outlook, and PowerPoint required
• Be comfortable using various phone Apps for daily transactions and have the ability to help train others if needed.
• Excellent verbal and written communication skills

Cianbro is an employee-owned, tobacco-free, equal opportunity employer, we do not discriminate based on marital status, race, color, creed, gender, sex, religion, national origin, gender identity, age, veteran status, union affiliation, physical or mental disability, citizenship status, sexual orientation, genetic information, or other legally protected status.