Office Administrator/Project Coordinator

David Evans & Associates Inc
Portland, OR 97201
United States
Category
Surveyor
Job Description
DEA 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