Office Manager/Project Coordinator

3 weeks ago

Portland, United States David Evans & Associates Inc Full time

DEA's Transportation Business Unit is currently recruiting a full-time Office Manager / Project Coordinator onsite at a specific project office in Portland, OR . This person is expected to work in the office 3-4 days per week. The Office Manager / Project Coordinator would be responsible for a variety of project-specific duties including general office tasks in a fast-paced professional consulting design firm. Responsibilities would include, but are not limited to, the following: In-person office administration, including security access rights, onboarding new team members, communications, IT support coordination (Wi-Fi, copies, etc.), and troubleshooting; Supporting in-person meetings, setting up conference rooms and videoconferencing equipment; Coordinating and scheduling in-person, hybrid, and virtual project meetings, preparing meeting agendas, and preparing and distributing meeting materials; Corresponding with clients, subconsultants, contractor, subcontractors, public partners, and other project parties; Assisting in the production, distribution, and archival of deliverables to the client (including large technical reports, memos, agreements, etc.); Formatting and performing quality reviews of large and small documents such as reports, letters, memos, minutes, etc.; General administrative support at project office as needs arise; Ordering and maintaining office supplies and requests as needed; Vendor and building management coordination for office changes, including quotes and coordinating work onsite and support; General support for the Project Controls Team. Basic Qualifications: Minimum three years of experience in office administration and/or project coordination; Experience with multi-tasking and prioritizing competing requests in a fast-paced environment; Ability to collaborate, build trust, and develop innovative solutions within a team environment; Proficiency in Outlook, Teams, Word, Excel, PowerPoint, and Adobe Acrobat; Experience coordinating and scheduling meetings for internal and external individuals; Excellent written and verbal communication skills, including proof-reading and editing; Experience attending project meetings and preparing meeting summaries; Strong interpersonal skills and adaptable communication style; Customer service or quality control experience. Preferred Qualifications: Project related experience in an architecture, engineering, or construction firm; Intermediate software skills in Microsoft 365 applications like Outlook, Teams, Forms, Word, Excel, PowerPoint, Visio, and Planner Additional software skills in ProjectWise, SharePoint, Procore, AASHTOWare, Adobe Creative Cloud, and PDF software (Adobe Acrobat and/or Bluebeam); Experience with contract administration, invoicing, and general accounting practices (AP/AR); Familiarity with managing scope, schedule, and budget. Benefits: Medical, Dental, Vision, Disability and Life Insurance; Health Savings and Lifestyle Spending Account with employer contribution; Support for continuing education and training opportunities; Paid Time Off (PTO)/Holiday Pay; 401k and Employee Stock Ownership Program (ESOP); Holistic Wellbeing Program with a focus on physical, emotional, financial, career and community health; Opportunity for growth with support and mentoring to help with professional goals.

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