OFFICE MANAGER/PROJECT COORDINATOR

Company: David Evans & Associates Inc
Location: Portland
Posted on: November 16, 2024

Job Description:

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.

Keywords: David Evans & Associates Inc, Salem , OFFICE MANAGER/PROJECT COORDINATOR, Executive , Portland, Oregon