Assistant Office Manager (Portland)

Position Description:
Supervise local office functions and coordinate administrative services, processes, procedures, and administrative team in office location.

Essential Duties & Key Responsibilities:

• Engage in partnerships with building/facilities manager for day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting) and provide appropriate level of access for vendors/technicians to perform duties while preserving security of office and staff.
  
• Understand service level agreements with vendors and service technicians for related office services and equipment repairs and servicing and engage with local office management and/or Information Systems (IS) team for office related technology support.
  
• Collaborate with business unit (BU) Safety Manager on related safety aspects of office environment (e.g., coordinate office access key fobs with IS team, serve as Emergency Contact for location, and document safety performance).
  
• Assist Office Manager with research for event venues and prepare vendor comparison and pricing analysis; provide support for and attend BU and company activities and events as needed.
  
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
  
• Provide excellent customer experience and prompt responses to requests for office support.
  
• Assist in supervision of team assignments, commitments, and deadlines.
  
• Update office staff seating/organizational charts; support, coordinate, and execute local office moves.
  
• Participate in event coordination activities, including team meetings, engage with vendors, and provide timely status to local office management.
  
• Maintain records retention account and filing and documentation retrieval systems, physically and digitally. Maintain data in AIA (American Institute of Architects) contract software. Notarize pay applications and other documents.
  
• Provide accurate and timely submission of office expenses and process day-to-day office/administrative support activities.
  
• Maintain office/kitchen supplies and submit supply order for purchase approval to local office management.
  
• Contribute to development of Standard Operating Procedures (SOP) for team roles and innovative ideas to improve systems, processes, and service quality.
  
• Assist in supervision of Administrative Services (AS) team and assist in new staff orientation.
  
• Provide AS team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
  
• Other activities, duties, and responsibilities as assigned.

The salary range for this position is estimated to be 65,000.00 - 85,000.00 USD annualized.

Qualifications:

• High school diploma or GED and minimum of 4 years of relevant office or administrative experience in construction or other service industry required; with relevant administrative certification, desired
  
• General office services and/or facilities management experience, desired
  
• Commissioned Notary Public, desired
  
• Effective active listening skills and follow up on commitments and deadlines
  
• High degree of organization, attention to detail and accuracy
  
• Good judgment to solve problems and prioritize responsibilities
  
• Effective communication skills with others that are not direct reports
  
• Supervisory experience, desired
  
• Clear verbal communication and business writing skills
  
• Proficient computer skills and Microsoft Office suite of applications, and related office services applications

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 accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee may occasionally travel short distances. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting. The noise in the work environment is usually quiet to moderate in an office setting. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.