Office Manager/Project Coordinator

DEA's Transportation Business Unit is currently recruiting a full-time Office Manager / Project Coordinator onsite at a specific project office in Portland, OR. This person is expected to work in the office 3-4 days per week. The Office Manager / Project Coordinator would be responsible for a variety of project-specific duties including general office tasks in a fast-paced professional consulting design firm.

Responsibilities would include, but are not limited to, the following:

• In-person office administration, including security access rights, onboarding new team members, communications, IT support coordination (Wi-Fi, copies, etc.), and troubleshooting;
• Supporting in-person meetings, setting up conference rooms and videoconferencing equipment;
• Coordinating and scheduling in-person, hybrid, and virtual project meetings, preparing meeting agendas, and preparing and distributing meeting materials;
• Corresponding with clients, subconsultants, contractor, subcontractors, public partners, and other project parties;
• Assisting in the production, distribution, and archival of deliverables to the client (including large technical reports, memos, agreements, etc.);
• Formatting and performing quality reviews of large and small documents such as reports, letters, memos, minutes, etc.;
• General administrative support at project office as needs arise;
• Ordering and maintaining office supplies and requests as needed;
• Vendor and building management coordination for office changes, including quotes and coordinating work onsite and support;
• General support for the Project Controls Team.

Basic Qualifications:

• Minimum three years of experience in office administration and/or project coordination;
• Experience with multi-tasking and prioritizing competing requests in a fast-paced environment;
• Ability to collaborate, build trust, and develop innovative solutions within a team environment;
• Proficiency in Outlook, Teams, Word, Excel, PowerPoint, and Adobe Acrobat;
• Experience coordinating and scheduling meetings for internal and external individuals;
• Excellent written and verbal communication skills, including proof-reading and editing;
• Experience attending project meetings and preparing meeting summaries;
• Strong interpersonal skills and adaptable communication style;
• Customer service or quality control experience.

Preferred Qualifications:

• Project related experience in an architecture, engineering, or construction firm;
• Intermediate software skills in Microsoft 365 applications like Outlook, Teams, Forms, Word, Excel, PowerPoint, Visio, and Planner
• Additional software skills in ProjectWise, SharePoint, Procore, AASHTOWare, Adobe Creative Cloud, and PDF software (Adobe Acrobat and/or Bluebeam);
• Experience with contract administration, invoicing, and general accounting practices (AP/AR);
• Familiarity with managing scope, schedule, and budget.

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.