Office Administrator

Join a collaborative team that's working directly with our business and shared services leaders to enhance our processes to widen and strengthen the support to our internal clients while providing development opportunities for staff to grow.

We have an exciting opportunity for a full time Office Administrator to manage the administrative functions of the Portland office. We are looking for someone who has experience and familiarity with the day-to-day office functions and is passionate about supporting others while making meaningful contributions to our internal clients.

Detailed Description:

• Collaborate and work closely with the Portland Operations Manager and Regional Administrative Manager to maintain office organization, efficiency, and connection with staff. Responsibilities will include but not limited to: overall office logistic coordination for visitors and staff, schedule/develop/support meetings (local and national), identify social activities to engage staff and ensure high office morale along with supporting local efforts around Diversity and Inclusion. Lead and support office events (i.e., virtual coffee chats, office lunches, and other employee events) throughout the year to engage the office.
• Provide administrative support and assistance to all staff for a variety of office functions and operations. This includes front desk management (greet clients, vendors, guests, and staff), maintain office supplies/equipment management/maintenance, mail/courier service, coordinate cleaning and repair services, work with corporate administration and facilities, travel arrangements, and prepare written communications (emails, MS Teams posts, memorandums, invoices, and other correspondence).
• Correspondence/Client Deliverables. Coordinate and assist with the preparation of emails, Team blogs, letters, reports, spreadsheets, agendas, meeting minutes, presentations and other complex and sometimes time sensitive/confidential documents.
• Problem solve/troubleshoot. Inform managers of important information, decisions, and deadlines and anticipate and manage related necessary organizational adjustments, preparing managers to successfully plan and execute their tasks and initiatives.
• Onboard New Hires. Work with supervisors and office personnel (local, and regional) to develop onboarding plans and conduct new hire orientations.
• Health and Safety. Lead and collaborate with local and national health and safety team on annual emergency action plan, annual fire/evacuation drills, employee ergonomic assistance, PPE orders and other health and safety related items.
• Work closely with building management to assist with building issues and staff needs. Manage office parking and building access codes while communicating changes.
• Format and word process complex documents, reports and contracts, including text, tables, spreadsheets, graphics and other diverse content.
• Serve as liaison between the corporate IT department and local employees, including new employee equipment set-up and office equipment support.
• Perform related duties as assigned.

Desired Skills and Experience:

• Collaborative, team oriented with the ability to multi-task and prioritize workload.
• Proficient in MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) knowledge of Adobe PDF or Bluebeam and proficiency with Internet applications.
• Familiarity with formatting documents and working in templates is a plus.
• Detail-oriented individual with strong organizational skills, proactive mentality, and ability to follow directions.
• Strong management/leadership skills; well-organized and detail oriented.
• Ability to develop and maintain client relationships both internal and external (in person and virtually).
• Excellent written and verbal communication skills. Experience in tech editing, proofreading, formatting, or writing experience is a plus.
• Capable and able to use sound judgement and obtain accessible financial and other resources intelligently and efficiently.
• Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
• Good driving record and valid driver's license required.
• Minimum 5-years of experience providing administrative functions and duties.

Salary Range: The anticipated starting pay range for this position is based on the employee's primary work location and may be depending upon skills, experience, and education. This role can be hybrid with a minimum of 3 days in-office with the understanding that the business needs of the office may dictate more than three days at any given time. These ranges may be modified in the future.

Location A: $27.90-$38.30

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice-to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com.

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Minorities/Women/Disabled and Protected Veterans are encouraged to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964