Office Coordinator/Deliverables Administrator

Who we are:

We are a water-focused engineering consulting firm, certified as a Great Place to Work® based on feedback from our community of over 230 team members.  We ranked top three in the AEC Advisors 2021 and 2022 Diversity Index Top Firms and were recognized as one of Fortune’s® Best Workplaces in Consulting and Professional Services in 2023.  Since 1990, our mission has been to be the water firm of choice for both our clients and our team. Over the years we have built upon that mission and now integrate a host of high-quality services in groundwater, water supply, water and wastewater treatment, water and wastewater infrastructure, stormwater, recycled water, construction management, and operations technology from our multiple locations in the west.  As a team, we work with our clients to understand their true needs. Our long-term relationships are based on integrity, partnership, and high-value solutions. In 2024 and beyond, West Yost is advancing water resources for future generations and living our core values every day.

Compensation range:  $47,040 to $70,560.  Based on our Lake Oswego, OR office location.  (West Yost uses geographic salary differentials that would apply for candidates in other regions). 

LOCATION:  This position will be located in our Lake Oswego office, working in the office 5 days a week, Monday to Friday, 8AM – 5PM (https://www.westyost.com/locations/).

Standard benefits:

We provide a comprehensive array of valuable benefits to protect your health, your family, and your way of life. Benefits include medical, dental, vision, flexible spending accounts, health saving accounts (with West Yost contribution), paid vacation, paid sick leave and holidays, two employee assistance programs, travel assistance program, 401(k) profit sharing with employer match, leaves of absence with additional supplemental paid time off, parental leave, life and AD&D insurance, short-term and long-term disability insurance, and even pet insurance.

OFFICE COORDINATOR/DELIVERABLES ADMINISTRATOR

Job Description

Provide office coordination/administration, document control, and general administrative support. The ideal candidate will have good working and technical knowledge of water engineering and geological terms, and have a passion for document standardization, formalization, and processes.

Provide administrative support to various departments within the organization, assisting with scheduling meetings, conferences, ordering lunch, event planning, and greeting visitors. Responsible for reviewing, editing, and formatting technical reports and marketing materials in a timely manner.

Essential Duties and Accountabilities

• Serve as primary office coordinator providing general office administrative duties including but not limited to: distributing mail, answering phones, ordering supplies, and scheduling meetings.
• Support technical staff by providing high-level administrative support to provide documents to internal and external clients.
• Format reports, letters, technical documents, and presentations according to company standards.
• Proofreading and production of reports, memorandums, and other project-related and internal documents.
• Providing quality assurance/quality control of all draft and final documents.
• Event planning for office and the firm.
• Greet all visitors, internal and external, kindly and professionally.
• Delivery of work products to clients and other area offices.
• Assisting in maintaining a pleasant and orderly office environment by providing supplies and stocking and maintaining the kitchen and common areas of the office.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without written notice.

Qualifications

Required Education and/or Experience

• Advanced user knowledge of Microsoft Suite.
• Highly developed editing skills and understanding of technical writing with strong attention to detail.
• Commitment to exemplary customer service.
• Friendly and professional demeanor.
• Strong organizational and problem-solving skills.
• Valid driver's license and good driving record. 

Preferred Education and/or Experience

• Associate degree or higher
• 5+ years’ experience in administrative duties and have technical knowledge.
• Prior experience in the engineering/scientific field.
• Demonstrated attention to detail and ability to set and meet deadlines.
• Ability to be organized, multi-task with accuracy, and perform multiple duties in a timely fashion.
• Strong interpersonal skills demonstrating a consistent commitment and ability to work with diverse work groups and individuals.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Some lifting of materials (45 lbs. or less).
• Bending, stretching, reaching required.
• Use hands to type and reach with hands and arms, sometime above head.
• Sitting for long periods of time.
• Standing for long periods of time.
• Walk, stoop, kneel, or crouch for short periods.
• Long periods of time at a computer.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Factors

• Indoor close to 100%, Outdoor >1%.
• The noise level in the work environment is typically moderate.

Work Week

The base work week and core hours are 40 hours per week, Monday through Friday, 8:00 AM to 5:00 PM in the Lake Oswego office.

Travel

This position may require travel to other offices and/or client offices. Applicant must carry a valid driver’s license. Applicant must also be able to meet West Yost’s rules and be eligible to drive for business. West Yost’s insurance carrier reserves the right to exclude applicants based on their driving record.

Applicant Must be In-Line with West Yost’s Core Values

We believe our Values and Behaviors are more than words on a page, and that how we work enables us to do the Best Work of Our Lives. Our Behaviors guide our actions every day and enable us to bring our Values to life.

 Values/Behaviors

• Deliver high-value solutions that are well communicated.
• Take ownership that earns trust.
• Do what you say you will do.
• Do what’s right.
• Collaborate.
• Be respectful, empathetic, inclusive, and open-minded.

Our commitment to quality begins with our hiring practices. We employ the most talented team members in our industry from all backgrounds. We are highly selective of the individuals we choose to represent the firm, seeking only those individuals whose technical abilities and commitment to client service matches our vision for excellence.  We are dedicated to our number one asset, our employees.  Because we are employee-owned, we are responsible for and rewarded by our own success. Come to West Yost where, with our support, you’ll do the best work of your life.

A day in the life:

You will experience many opportunities to grow and develop professionally with your colleagues through collaborative in-person work experience, knowledge sharing, and mentorship opportunities.  All of our team members have access to local and company-wide events, our Diversity, Equity and Inclusion Workgroup, Culture Workgroup, Wellness Workgroup, book clubs, charitable giving and community service, firm-wide resources, peer groups (young professionals & middlers group), and mentorship and leadership programs.  We support and foster your career success and encourage you to be in control of your future with us. Our annual company-wide monthly staff meetings, annual in-person All Staff meeting, Duck Dinner, company camping events, company celebrations, and other company-sponsored events provide an important part of the West Yost culture, which is to have fun.

Other unique benefits:

You’ll be provided with support in on-going education through our 529 college savings plan/student loan repayment program, tuition reimbursement, paid professional memberships, paid training, and Leadership Academy programs. You’ll be recognized for your contributions at West Yost through milestone anniversary benefits, peer to peer recognition programs, the potential for employee stock ownership, annual monetary and paid time off bonuses, performance-based bonus eligibility, merit increase eligibility, and employee referral bonuses. We also offer a wellness reimbursement.