Administrative Assistant III

Purpose / Summary of Position :

Responsibilities :

• Assist guests, employees, and visitors; act as the face of the Site offices with a service-first mindset.
• Proactively direct FOA related visitors / expats to the appropriate area and ensure a seamless check-in experience.
• Monitor PDX Work Order System (eMaint) for Field Office Administrator requests and take ownership.
• Maintain a clean, organized, and welcoming office environment; take the initiative to address facility needs.
• Deliver clear, accurate, and timely information in-person, over the phone and via email.
• Manage incoming and outgoing mail, deliveries, and packages with attention to detail and accuracy.
• Support vendor and contractor coordination (e.g., landlord, suppliers, property management); follow up on open items proactively. Examples of other vendors to manage security, janitorial, vending, IT ie printers, gown room suppliers, office vendors.
• Prepare, manage and track purchase orders through Ariba; resolve issues collaboratively and creatively.
• Partners with cross-functional departments (IT, Finance, Facilities, Legal, etc.) to provide seamless administrative support.
• Monitor and replenish office supplies; propose innovative ways to improve inventory management and reduce waste.
• Maintain calendars, schedule meetings, and manage conference room bookings efficiently.
• Collaborate on the planning and execution of office events, meetings, and training sessions
• Take ownership of general responsibilities with a team-oriented approach.
• Support onboarding and offboarding processes, including receiving and returning equipment.
• Continuously create processes and identify process improvements and take initiative to enhance operational effectiveness.
• Jump in to support other administrative functions or special projects as needed with a flexible and proactive attitude.
• Provide high-level support to the Account Teams / QRS BU Budget Team and broader office locations and / or operations.
• Ability to follow direction from team or leadership and own it to completion

General Duties and Requirements :

Field Work / Physical duties

crating / uncrating, moving pallets with pallet jack