Administrative Assistant

Job description:

Pay: $24.00 - $29.00 per hour

Job Title: Administrative Assistant

Location: Portland, OR

Job Type: Full-Time | On-Site

About the Role:

We are looking for a reliable and detail-oriented Administrative Assistant to join our Portland office. This person will provide essential support to the team and help keep day-to-day facility administrative functions running smoothly. If you have computer skills, a strong work ethic, and are eager to learn, we'll provide the training you need to succeed.

Key Responsibilities:

• Invoice Processing:
• Work closely with sales personnel to process customer and vendor invoices accurately using internal software and assist with tracking payments.
• Purchasing: Processes all purchasing requests for facility including reoccurring expenditures and production materials. Assist in the establishment of new suppliers, including collection and coordination of new supplier documentation.
• Order Entry:

Maintain and enter orders into company order entry software systems.

• Payroll:

Submit weekly facility hourly payroll information.

• Office Management:
• Maintain office supplies inventory, order materials when needed and keep workspaces organized and stocked. Manage office facility expenses.
• Scheduling & Calendar Management: Manage calendars and assist at times in coordinating internal events, appointments and service travel.
• Filing & Documentation:

Maintain and organize digital and physical files, ensuring documentation is up to date and accessible Enter data into systems accurately and assist with generating reports or spreadsheets when needed. Monitor and help disposition vehicle and licensed equipment registrations.

• Data Entry & Reporting:
• Vehicle Registration:
• Communication Support: Assists with distributing company information and announcements with facility personnel.
• Corporate Admin Meetings: Representing the facility, participate in regular Admin best practices meetings.
• Support to Other Departments:
• Provide general admin support to other departments as needed (e.g., HR, Accounting, Operations)
• Mail & Shipping:

Sort incoming mail, handle outgoing and incoming shipments including shipping and receiving document disposition and coordinate courier services if necessary

• Travel Coordination:

Coordinating travel for employees including booking flights, hotels, and rental cars if needed Greet visitors, answer phones, and direct calls or inquiries to the appropriate contacts Qualifications:

• Front Desk Support:
• Basic computer skills (Microsoft Office: Word, Excel, Outlook)
• High attention to detail and organizational skills
• Strong written and verbal communication
• Ability to multitask and prioritize tasks in a fast-paced office
• Positive attitude and willingness to learn
• Previous admin or office experience is a plus but not required

What We Offer:

• Full training provided
• Supportive and team-oriented environment
• Opportunities to grow and take on more responsibility

Interested candidates should submit their resume. We're excited to find someone who's ready to grow with us!

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person

Interested candidates are encouraged to apply with their resume. We look forward to adding a motivated team member who's ready to grow with us!

We are an equal opportunity employer and are committed to creating an inclusive workplace for all employees. We consider all qualified applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected characteristic.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person

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Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.