Administrative Coordinator II

The Port of Portland is hiring an Administrative Coordinator II

We're looking for a highly organized and proactive Administrative Coordinator II to provide administrative support to the Engineering Director, senior managers, and other engineering staff, including managers and project managers. Prepare correspondence, schedule meetings, provide meeting support, and maintain electronic and paper documents. Provide backup to other administrative staff within the department, including construction coordinators. Maintain/update standard operating procedures.

From the hiring manager: If you thrive in a fast-paced environment and want to be part of a department that handles cutting-edge upgrades to our airport and marine facilities, this is the opportunity for you.

Schedule: We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

• Technical staff support file management on projects. Ensure compliance with records requirements. Prepare reports, documents, and presentations, ensuring alignment with the brand. Proofread documents as needed. Contingency cost tracking for projects.
• Schedule meetings in response to requests. Collaborate with others to resolve scheduling conflicts. Prepare meeting materials as requested and take meeting notes. Purchase food as requested.
• Help in planning department events, including choosing a venue, preparing and processing purchase orders, arranging food and materials, and ensuring compliance with contract and procurement rules.
• Back up construction Administrative Coordinators and other Development Services Division administrative staff as needed.
• Assist staff with supply purchases, travel arrangements, reservations, and professional license renewals.

• A high school diploma or GED is required.
  1. An associate's degree in business or construction technology is preferred.
• Two (2) + years of experience providing administrative support.

Demonstrated Skills & Abilities

• Intermediate skills in Microsoft products, including Word, Excel, Outlook, Adobe Acrobat Professional SharePoint
• Intermediate skills in communicating in writing and verbally.
• Intermediate skills in customer service.
• Intermediate skills in prioritization, planning, and organization.
• Intermediate Skills in managing competing priorities and shifting tasks quickly.
• Basic skills in Visio and Project.

Selection Process: (tentative schedule):

1. A minimum qualification evaluation of the education, training, and experience of submitted application packets will take place by Human Resources through the week of October 1st, 2025.
2. A Subject Matter Expert (SME) Panel will evaluate experience and training taken from your employment application materials.
3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation at the beginning of October. Panel Interviews will be held afterwards.

About us:

At the Port of Portland, we use everything we have - our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to unlock new opportunities and ensure more people share in our region's success. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com

Safety: The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans' preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veteran's preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.