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Administrative Assistant III

Administrative Assistant III

MindlanceHillsboro, OR, United States
1 hour ago
Job type
  • Full-time
Job description

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 :

  • 2 - 5 years of experience in an administrative assistant / support type role required
  • Minimum HS Diploma required, some college coursework or degree strongly preferred.
  • Proven track record of professionalism, integrity, and exceptional internal / external customer service.
  • Strong communication skills - both verbal and written - with the ability to1 interact confidently and clearly across all levels of the organization
  • Creative and proactive problem solver with strong ability to think outside the box and anticipate needs before they arise.
  • Highly organized with strong time management, prioritization, and attention to detail.
  • Technically proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher); experience with SAP Ariba(procurement systems) and Outlook preferred.
  • Can easily learn and manage web based systems such sharedpoint onlin and eMaintenance work order systems
  • Self-starter who is adaptable, resourceful, and highly motivated.
  • Excellent interpersonal skills and the ability to build relationships and support cross-functional teams including HR, IT, Finance, Facilities, Legal, BU and others
  • Schedule is Monday-Friday, onsite in PDX. Occasional after hour support as needed.
  • Ability to contribute in a diverse, fast-based, and dynamic environment.

    • Field Work / Physical duties

  • Must be able to lift 33 lbs or more with two person lift
  • Set up conference / training rooms, copy rooms, IT equipment and gown rooms when supporting S / R.
  • Various hours standing / walking.
  • Drive pool vans, driving record in good standing
  • Assist FAC department with various physical set up / staging requests / events.
  • Support warehouse functions such as S / R as needed or requested. ie fork truck certification,

    • crating / uncrating, moving pallets with pallet jack

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    Administrative Assistant Iii • Hillsboro, OR, United States