Human Resources And Office Administrator

About New Buildings Institute

New Buildings Institute (NBI) is at the forefront of a wide range of national and regional policy, program, and technical initiatives focusing on high performance residential, commercial, and multifamily buildings that drive energy and carbon reduction. Widely respected in the industry for its leading-edge thinking on improving building energy performance, NBI is a nonprofit, mission-driven organization committed to making a difference. We work with national, regional, state, and local NGO’s, agencies, utility groups, and companies to promote improved energy performance in policies and practices. Projects include building research, design guidelines, carbon policies, field validation support, and advanced code activities focused on making buildings better for people and the environment.

About This Position

NBI is currently seeking a part-time Human Resources and Office Coordinator to provide on-site administrative and Human Resources support to our organization. The position requires strong administrative experience in the set-up and support of office equipment, ordering of supplies, reviewing and screening candidates, scheduling meetings, task prioritization, event planning, with an overall focus of helping maintain a positive and fun office culture, and other duties of a traditional HR and Office Coordinator role. The HR/Office Coordinator will work in NBI’s downtown office in Portland, OR, generally two to three days per week.

We seek someone who is people-oriented, enthusiastic, positive, light-hearted, dependable, adaptable, and flexible to support our growing operations and staff.

Job Duties & Responsibilities

HR Administration and Coordination (80%)

· Support HR Manager in administrative tasks such as setting up and managing employee files in SharePoint, coordinating and scheduling of interviews and HR-related meetings.

· Review and file resumes, cover letters, work samples, and references from prospective candidates

· Recruitment, partners with hiring manager to set-up interviews, post job ads and prescreen candidates.

· Support hiring and onboarding process, ensure all new staff receive complete onboarding from respective staff members.

· Administers new hire paperwork.

· Administers employee benefit programs and enrollments; supports as liaison for benefits administration

· Handles employee request for information and data

· Prepares and modifies documents including correspondence, reports, drafts, memos, emails.

· Assist in the development and implementation of Human Resources policies and procedures

· Protects confidential information and builds HR’s reputation as an objective, helpful, and trustworthy resource for all staff.

· Partners with HR Manager to enhance job satisfaction by resolving issues promptly, applying new perks and/or benefits.

· Order welcome kits for new staff

· Manage Birthday/Anniversary Tracker

· Support purchase and distribution of cards and gifts recognizing major life events

· Other tasks as requested by HR Manager

Office Administration (20%)

· When in the office, manage NBI’s physical office space and provide a consistent and positive and supportive presence to staff, partners, and guests.

· Collect and process mail and check deposits, with support from Finance & Accounting Team.

· Manage our virtual phone system by administering extensions and directing voicemail messages as needed.

· Maintain our physical storage unit that contains archived files and records that need to be accessed a few times per year.

· Serve as the primary point of contact for our office’s landlord and other organizations working in our building.

· Serve as the primary point of contact for vendors and partners that we have in-person meetings and work activities with, such as our IT vendor.

· Support the management of our physical resources such as computers, cell phones, and other office and work from home supplies and resources.

· Keep our office’s staff desk spaces, conference rooms, and shared kitchen tidy (a daily cleaning service is provided at the office).

· Assist with meetings/events, including arranging for catering, event setup/cleanup.

· Scan and file documents as needed, print reports and collateral as needed, and ship documents and resources as needed.

· Arrange and organize catering and vendor services during office and meeting events.

Candidate Qualifications

Required

· A minimum 1-3 years of experience in Human Resources Administration

· Understanding of general Human Resources policies and procedures

· Self-starter; highly motivated to complete tasks and achieve goals.

· Outstanding knowledge of office administration procedures with an ability to be detail-oriented, highly organized, and to manage time effectively

· High proficiency with MS Office Suite (Outlook, Word, Excel, PowerPoint), SharePoint, and Teams.

· Experience with office equipment, IT support, and phone systems.

· Excellent written, interpersonal, and verbal communication skills.

· Self-motivated with a strong work ethic and desire to exceed objectives.

· Highly organized with acute attention to accuracy and detail.

· Possess strong flexibility and ability to shift priorities when necessary.

· Proven ability to effectively manage multiple assignments simultaneously, work with a wide variety of constituents and meet deadlines.

· Good sense of humor and a collaborative work spirit.

· Approach to work that is positive, solution-oriented, optimistic, and enthusiastic.

· Eagerness to serve the public interest.

Desired

· Interest in nonprofit work with a focus on building decarbonization, green buildings, and energy-efficiency practices.

Reporting Structure

This position reports to the Human Resources Manager and supports the Human Resources Manager and the CEO.

Compensation and Benefits

This position is a part-time, exempt position, for 32 hours per week. NBI’s office is in downtown Portland, Oregon. Qualified candidates must live in the Portland-metro area to work on-site at least two to three days per week.

Additionally, NBI offers the following for this position:

· Base salary range: $50,000 - $58,000 (commensurate with experience) pro-rated at 32 hours per week.

· Insurance benefits (100% of employee only premiums paid by NBI; new hires are eligible the first of the month after their first day of employment): Medical, vision and dental insurance, Life insurance, AD&D insurance, Long Term Disability insurance.

· 160 hours of accrued Paid Time Off (combined vacation and sick for a full year) pro-rated at 32 hours per week.

· 11 paid holidays.

· Additional optional benefits available the first of the month following their first day of employment include: Flexible Spending Accounts (healthcare & dependent care); Health Savings Account; Accident insurance; Cancer insurance; Critical Illness insurance; Short Term Disability insurance; Term & Whole Life insurance; Identity Theft insurance; Pet insurance.

· 401(k) with company and safe-harbor match available the first of the month after three months of employment.

· A dynamic, collaborative, and exciting place to work full of passionate and dedicated people all working towards our collective mission!

NBI is an equal opportunity employer and is committed to a policy of nondiscrimination on the basis of race, color, religion, national origin, gender, gender expression, age, marital status, sexual orientation, military status and disability in all of our work and activities, including hiring practices. We believe in a positive work/life balance and are committed to our employees’ health and well-being. NBI is also committed to championing diversity, equity, and inclusion across all areas of our organization, and have enacted hiring practices to support this commitment.

We understand that your career search may look different than others. Our hiring team wants to make sure that this would be a fit not just for us, but for you long-term. If you are actively looking or starting to explore new opportunities, send us your application! Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single requirement. At New Buildings Institute, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every single qualification in the job description, we encourage you to apply anyways.

To Apply

Email a cover letter and resume to Careers@NewBuildings.org. Please write “HR/Office Coordinator” in the subject line.  Reference and background checks are performed prior to employment.

For more about New Buildings Institute, visit www.NewBuildings.org.

New Buildings Institute is an equal opportunity employer.

Job Type: Part-time

Pay: $50,000.00 - $58,000.00 per year

Expected hours: 32 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Human resources: 2 years (Required)
• Benefits administration: 1 year (Preferred)

Ability to Commute:

• Portland, OR 97204 (Required)

Ability to Relocate:

• Portland, OR 97204: Relocate before starting work (Required)

Work Location: Hybrid remote in Portland, OR 97204