Office Assistant
Swinerton · Portland
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