Office Operations Administrator

Timberlab; Portland (OR); On-site; USD 40,000 - 60,000; Full time

Job summary

Timberlab is seeking an Office Assistant to provide general administrative support to teams, office personnel, guests, and project sites in Portland. You will assist with scheduling, vendor coordination, equipment upkeep, and onboarding, ensuring a smooth daily operation and positive guest experiences.

The role covers office logistics, calendar management, and coordination of travel and meetings, with responsibility for office presentation and budget-conscious supply management.

Qualifications

• 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 typing and data entry.
• Proficient written communication skills including business writing.
• 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.

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

Administrative support

Multitasking

Communication

Confidentiality

Notary readiness

Education

High school diploma/GED

Technical degree a plus

Tools

Microsoft 365 (Word, Excel, PowerPoint, Teams)

Job description

Timberlab is seeking an Office Assistant to provide general administrative support to teams, office personnel, guests, and project sites in Portland. You will assist with scheduling, vendor coordination, equipment upkeep, and onboarding, ensuring a smooth daily operation and positive guest experiences.

The role covers office logistics, calendar management, and coordination of travel and meetings, with responsibility for office presentation and budget-conscious supply management.