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Form of workDEA is currently recruiting a full-time Office Administrator / Project Coordinator onsite at a specific project office in Portland, OR. This person would be responsible for a variety of project-specific duties including general office tasks on a fast-paced, multi-disciplinary, local transportation project.
Duties would include the following:
- Coordinating and scheduling project meetings, preparing meeting agendas, and preparing and distributing meeting minutes;
- Assisting project managers with development of PowerPoint presentations and meeting preparations;
- Assisting with hybrid meetings: reserving conference rooms, setting up on-line mtg platforms, sharing meeting materials;
- Scheduling with a strong attention to detail using various complex resources for a large group of executives;
- Tracking action items and tasks for multiple Project Managers/Executives;
- Corresponding with clients, project partners, and project team members;
- Formatting and performing quality reviews of documents such as reports, letters, memos, minutes, etc.;
- Assist in the production and distribution of deliverables to the client and other team members;
- Office administration support, including security access rights, onboarding new team members, communications, IT Support and coordination (Wi-Fi, copies, etc.);
- General administrative support at project office as needs arise;
- Ordering and maintaining office supplies and requests as needed;
- Assisting the Office Manager and Project Controls Team as needed;
- Coordination with Office Manager for installation of furniture or office changes, including quotes and coordinating work onsite and support;
- Tracking, updating, and distributing key project decisions and supporting documentation; and
- Update organizational charts and other team resources.
Basic Qualifications:
- Minimum 3-5 years of experience in office administration and project coordination;
- Ability to work in-person at inner SE Portland Project Office a minimum of 30 hrs per week;
- Experience with multi-tasking and prioritizing competing requests;
- Proficiency in Outlook, Word, Excel, and PowerPoint;
- Experience coordinating and scheduling complex meeting needs for internal and external individuals;
- Excellent written and verbal communication skills including proof-reading and editing;
- Experience attending project meetings and preparing meeting summaries;
- Ability to work in a fast paced, dynamic, high demand office setting; and
- Strong interpersonal skills.
Preferred Qualifications:
- Project related experience in an architecture, engineering, or construction firm; and
- Additional software skills in ProjectWise, MS Teams, SharePoint, Microsoft Access, Adobe, and Google (Docs, Sheets, Meets, Drive, and Chat).
Benefits:
- Medical, Dental, Vision, Disability and Life Insurance
- Health Savings and Lifestyle Spending Account with employer contribution
- Support for continuing education and training opportunities
- Paid Time Off (PTO)/Holiday Pay
- 401k and Employee Stock Ownership Program (ESOP)
- Holistic Wellbeing Program with a focus on physical, emotional, financial, career and community health
- Opportunity for growth with support and mentoring to help with professional goals
