Office Administrator

The Office Administrator provides essential administrative and operational support to ensure the smooth functioning of the field office. Reporting to the field office manager this role works closely with the project team, including the Field Office Manager, Project Superintendent, Project Manager, and subcontractors. The Office Administrator plays a key role in supporting the coordination of documentation and daily office operations. Through strong administrative support and attention to detail, this position contributes to the overall efficiency and success of the project.  To support Hoffman’s dedication to its people this position will be located fully on site in Portland, OR.

Salary Range: $45,000 to $60,000 DOE + Incentives 

Essential Responsibilities:

•  Supply Management: Manage the ordering and stocking of essential office, kitchen, event, and PPE supplies.
• Meeting & Calendar Coordination: Maintain and reserve meeting room calendars and support planning needs as well as manage email distribution lists relating to the project.
• Visitor Coordination: Greet and sign in visitors, ensuring all necessary legal documentation is completed and filed appropriately for onsite access.
• Vendor Relations: Assist the Field Office Manager coordinate with and oversee service vendors, including janitorial staff, couriers, coffee and water machine providers.
• Event Support: Assist the Field Office manager plan and organize in-office and onsite events, such as holiday celebrations and craft appreciation activities.
• Onboarding Assistance: Support the onboarding process for new hires, internal transfers, and consultants.
• Timesheet Management: Collect and file employee timesheets in a timely and organized manner.
• General Administrative Support: Assist office staff with various requests and administrative tasks to support overall efficiency.
• Assist in tracking drug testing and safety orientation paperwork.
• Assisting in developing and maintaining files, forms, purchase orders, subcontract files, meeting minutes, miscellaneous forms etc.
• Assist with maintaining office supplies needed for the job.
• Organize and lead the site security and badging administrative process.
• Organize and lead project daily diaries, meeting minutes, and other assignments.
• Assist with copying, filing, and mailing/distribution of job site correspondence.

Qualifications:

Professional Experience and Education

• High school diploma or GED required.
• Minimum of one (1) year of accounting and office management experience in the construction, engineering, or architectural (or related) field.

Required Skills

• Proficient in Windows and Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, ProCore and Teams) and have a general understanding of working within a computer network.
• Must be an accurate and proficient typist (at least 45-wpm).
• Ability to work well and maintain a cooperative attitude through high-pressure situations.
• Excellent time-management skills and ability to multi-task and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Excellent written and oral communication skills with an ability to develop strong interpersonal relationships.
• Ability to work well in a large professional setting. Patience and professionalism are essential.
• Must be a strong team player with the ability to collaborate with various personnel within and across departments and at all levels of leadership.

Physical and Mental Requirements:

• Standing/Walking/Sitting: Workday is combination of standing, walking and sitting. 
• Must be able to climb stairs: 5% of day.  
• Hands/Arms: Constant use of hands/fingers for mouse/keyboard/computer use.  
• Sight: Visual acuity in near, mid, and far range vision. Color vision, peripheral vision, depth perception, hand/eye coordination.  
• Hearing: Sufficient to hear conversational levels in person and over the telephone. 
• Speech: Sufficient to make oneself heard in person, speak in front of groups, and be understood over the telephone.
• Lift/Carry: Up to 40lb – Minimal.
• Bending/Twisting: Minimal.  
• Kneeling/Crouching/Crawling: Minimal.  
• Must possess strong organizational and computer use skills and have a high level of competency to read/write/speak English, interpret construction-related documentation and communicate with coworkers.