Office Associate

A candidate will not be considered without submitting a cover letter. LinkedIn does not allow for two documents to uploaded so please ensure that your resume and cover letter are one document.

Duties and Responsibilities
Welcoming visitors/organizing visits. Oversee visitors to the office and ensure a friendly, personal experience.
Ensure peak operations for the organization and implement preventive measures for potential issues.
Implement policies and procedures, measure outcomes against standards, and improve operational flow.
Coordinate internal and external resources and cultivate relationships with vendors.
Respond to requests and questions about ALL office operations.
Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
Oversee day-to-day office activities as main point of contact in reception area, and keep management informed regularly via performance reports.
Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists.
Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.
Booking meetings and handling scheduling (internal and external)
Putting on in-office events (parties, all hands, internal team building events)
Handling all mailing, shipping, packages, and deliveries
Ordering and maintaining office supplies: desks, chairs, pens, computers, large and small equipment.
Providing administrative support when needed
Onboarding new employees, ensuring smooth IT setup, employee retention
Managing the facilities: dealing with maintenance and building management, decorating, finding, and negotiating with contractors and suppliers, managing contracts and monthly bills
Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
Payroll
Accounts receivables
Accounts payable

You will be assigned special projects—this will comprise most of your day. You will need to work independently, must be very good at self-organizing, staying on task, creating your own deadlines, and communicating your project developments and status to the team. This is a rare opportunity to join a strong, stable team in an accelerated growth period. In addition to your genuinely positive attitude, we are looking for the following skills and experience.

Qualifications
You should be a great communicator—expressiveness, personality, and professional tone are a must.
Have a strong advocacy for health, interest in food, and motivation to learn! We’re looking for someone who is self-motivated and dedicated to continual self-improvement.
Comfortable with spreadsheets & learning new software.
MUST be detail-oriented and thorough in your work—balancing swiftness with thoroughness will be the key to success in this position.
You should have a great eye for aesthetics and detail!
A person who instinctively thinks with a “how can I make your life easier?” mentality.
You will be driven by a need to make the most of your day, so you approach work with an idea to systematize and automate wherever possible—freeing you up for next-level thinking and work.
Would enjoy being part of a tight-knit team, who have great fun while also working diligently.

Requirements & Experience
Bachelor’s Degree (Required)
Preferably in Business or a related field
Previous admin experience: 1-2 years (Required)
Strong Communication Skills (Required)
Demonstrated strong interpersonal skills including dispute resolution.
Highly developed communication skills appropriate for all business situations.
Organizational Skills (Required)
Able to drive opportunity development and prioritize & manage multiple projects in an entrepreneurial, fast-paced environment.
Platforms: Microsoft Suite, Quickbooks, CRM (Customer Relations Management) & Inventory Management Systems, Monday.com (Preferred), Fishbowl (Preferred), HubSpot (Preferred)

If your resume is missing a couple of requirements, don’t worry! We want employees who want us. If you’re sure that you are the right fit for us, tell us why in your cover letter.

To apply, please submit a resume and write a cover letter (in one document as LinkedIn does not allow for two document uploads).

We would like you to describe why this position interests you.

Please also include details of any hobbies or work (volunteer or paid) that you would like us to know about. We want to know YOU, not just where you've worked.

This position is full-time and will pay a competitive salary. We offer benefits including health insurance, paid vacation, and a retirement plan. We work Monday through Friday, and all work will take place at our NE Portland location.

You must have reliable transportation and be able to commute to our location in industrial NE Portland.

Summary
Job Title: Office Manager
Job Type: Full-time
Salary: $75,000 annually, DOE
Benefits:
401(k)
401(k) matching
Employee discount
Health insurance
Paid time off

Schedule: Monday through Friday: 8AM to 5PM

Supplemental pay types: Potential bonuses

Ability to commute/relocate: Portland, OR: Reliably commute or planning to relocate before starting work

Work Location: One location

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