Job description

Office Administrator

Industry: Insurance

Mulberry Talent Partners has joined with our client, a company located in downtown Portland, OR to identify an Office Administrator. This is a hybrid, full-time, direct hire role. The Office Administrator is responsible for administrative operations including, but not limited to duties in the following areas: hospitality/event planning, facility/vendor management, compliance, legal, community outreach, human resources, and accounting. The ideal candidate has a sense of humor, a strong work ethic, is resourceful, service oriented, and creative.

This company has been recognized as one of Portland’s Top Employers each year since 2014 and offer some exciting, creative benefits including being employee owned, a lifestyle savings account to support outside work interests, profit sharing, continuing education, and training and much, much more! They just moved into a beautiful, fully renovated space in Downtown Portland offering a hybrid work schedule and paid parking for your workdays onsite. When onsite, you’ll enjoy happy hours, lunches, breakfasts, coffee meetings and more!

Your Role:

• Plan, coordinate and execute event logistics, programs, content, etc. for Company and Department Events; build relationships with venue contacts and related vendors; oversee set up and break down of event materials and catering
• Plan, coordinate and execute client meetings on and offsite; Greets and directs clients and visitors
• Creates invites (including concept, graphics, and content), agendas, menus, decor, budgets and collateral materials, etc. for all events
• Coordinate Agency Services Welcome event for New Hires, department Birthdays, etc.

· Exercise discretion and independent judgment in allocating and executing a wide variety of administrative tasks for all Associates

· Manage day to day operations for the agency; develop and implement solutions to increase its effectiveness and efficiency

· Primary point of contact with our Marketing Company, Marketing duties as necessary

· Direct tasks and assign special projects

· Performs daily opening and closing duties

· Provides telephone coverage on multiline phone system; directs incoming calls with considerable use of tact, diplomacy, and courtesy (very minimal call volume)

· Mail Scanning, Sorting and Distribution (we may be outsourcing this shortly)

· Processes outgoing shipments (very minimal)

· Lead planning and implementation for Space Planning reconfigurations

· Procure Office furnishings and decor as needed

· Oversee all Tenant Improvements and Renovations

· Lead Contact for Construction / Maintenance Vendors

· Project Management; supervising and coordinating work of contractors

· Lead / Project Manager for Inter -Office moves or Office Openings

· Lead Contact for Property Manager(s)- coordinating maintenance, janitorial and repair issues

· Manage service agreements – leases, equipment, service providers and preferred vendors

· Manages Printing requests (i.e., Business Cards, printed materials, SWAG)

· Manages Inventory of Office Supplies and requests

· Oversee company materials usage and allocation to ensure service, quality, and cost-effective management of resources

· Primary lead on security system vendors and phone system

· Maintain and manage offsite storage of inventory, equipment, and archival administrative files

· Manage business operations to ensure compliance with Licensing, regulatory and certification requirements

o Renew, track and process Associate and business licenses within multiple states

o Ensure Associates and business licenses are current

o Affiliate new Associate’s licenses with the business; disaffiliate Associate’s license at time of termination

o Maintain licenses on Company Intranet

· Represent the company at industry related functions and fundraisers in the community

· Act as a liaison between the organization and the community and build relationships with peer organizations

· Assure the organization and its mission, services and reputation are consistently presented in a strong and positive image to internal and external clients.

· Partner with HR to develop and facilitate Onboarding of New Associates

You Bring:

· Bachelor’s degree preferred

· 2+ years of Administrative Experience

· Must have strong interpersonal and oral communication skills.

· Must have attention to detail, organization, and high level of responsiveness.

· Manufacturing experience preferred

· Excellent knowledge of Microsoft Office

· Independent, motivated, & driven self-starter

· Background check required upon offer

Compensation Rate: $52,000 - $62,000 annually plus comprehensive benefits package, onsite gym/steam room, and paid parking.

Job Type: Full-time

Pay: $52,000.00 - $61,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Portland, OR 97204: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)
• Events management: 1 year (Preferred)

Work Location: One location

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