Facilities Coordinator/Office Manager

Description

About You

You are a professional who is eager to apply your facilities, office management, and administrative support experience at a professional services firm. As a lifelong learner, you want to keep growing intellectually and professionally. You enjoy a fast-paced environment, a wide variety of tasks, and are willing to wear many hats in support of the company and its internal clients. You are looking to join a team that is fun, collaborative, and supportive, and a company where you feel valued and can enjoy a healthy work-life balance. If you’re interested in getting a closer look at how our company approaches facilities and operations, we’d like to meet you.

About Integral

Integral Consulting Inc. is a science and engineering firm delivering sound technical solutions to meet today's challenges in the health, environmental, and natural resource arenas. We are a values-driven collaborative team that is as passionate about company culture as we are about the work we do for our clients.  Since our founding in 2002, we have operated with a demonstrated commitment to the well-being, diversity, and professional development of our staff and an equal commitment to strong partnerships with our clients and teaming partners.  We are a company where people come to solve today’s toughest environmental challenges through innovative ideas, exceptional teamwork, and dedication to accuracy and technical quality.

About the Job

We are seeking a full-time Facilities Coordinator and Office Manager for our Portland, OR office. As the Facilities Coordinator, you will work alongside team members who specialize in facility functions, including space management, property strategy, contract management, vendor coordination, office renovations, and office moves. As Office Manager, your day-to-day tasks will also include office and corporate administrative and publications support. In this role, you will be exposed to all facets of corporate operations and to teams across the country.

Responsibilities

As Facilities Coordinator/Office Manager, your job functions will include, but not be limited to:

• Facilities coordination including vendor management, supporting employee onboarding/offboarding, and systems updates
• Working with other members of the facilities team to meet the needs of employees across the country
• Supporting office moves and remodeling efforts, storage space procurement and moves
• Adhering to rigorous quality assurance processes
• Office management, including leading monthly office meetings, organizing office lunches and events, communicating office information and news to staff, and maintaining functional and safe work environments
• Corporate administrative assistance including scheduling meetings, handling incoming/outgoing mail and packages, preparing expense reports, arranging travel
• Publications support including providing user support for Microsoft Office Suite and Adobe Acrobat; compiling navigable and bookmarked Adobe Acrobat PDF files; producing, binding, and shipping hard copies of documents; and assisting editorial staff with other tasks as requested
• Supporting the Contracts and Risk Management department with record keeping and client and subcontractor administrative items, such as pulling COI, master agreements and other documents from database when requested. Contracting experience not necessary for success.

Qualifications

The ideal candidate will have:

• An associate or bachelor’s degree or additional demonstrated experience in a similar position
• 2+ years of experience in a similar position
• Strong customer service skills
• Positive attitude and high degree of motivation
• Exceptional organizational abilities and attention to detail with time management skills
• Software proficiency including advanced knowledge of MS Office products (Work, Excel, and PowerPoint) and Adobe Acrobat
• Familiarity with MS SharePoint
• Excellent written and oral communication skills
• A desire to grow both intellectually and professionally
• Professionalism, integrity, ability to maintain confidentiality, and a desire to pitch in and problem solve
• Ability to work independently and within a multidisciplinary team of scientists and engineers

Annual Salary Range: $28.00 - $34.00 per hour

An employee’s total compensation package includes annual salary, company-subsidized (employee and family) medical, dental, and vision insurance, 401(k) participation with a company-match of 1% to 4% of annual compensation, company-paid life and short- and long-term disability, paid sick leave (80 hours per year), paid vacation (10 days), paid holidays (9 days per year), and the potential for an annual discretionary bonus based on company performance. Paid time off will be pro-rated to reflect part-time scheduled hours, if applicable.

We are proud to be an equal employment opportunity employer and are committed to a proactive program of affirmative action and diversity development. Integral Consulting Inc. provides equal opportunity in all of our employment practices to all qualified employees and applicants without regard to race; color; religion; gender (including pregnancy, childbirth, or related medical conditions); national origin; age; sexual orientation; disability; marital status; military, veteran, or Vietnam Era Veterans’ Readjustment Assistance Act protected veteran status; gender identity or gender expression; or any other category protected by federal, state, and local laws.

The application window for this position will remain open until the position is filled.

All offers of employment are contingent on candidates successfully passing an employment history screening, degree verification, and a federal, state, and county criminal background and Watch List screening. Candidates will receive a written notice of this requirement. All screenings will be done in accordance with all local, state, and federal laws.

#LI-FT

#LI-Associate

Keywords

Facilities CoordinatorOffice Managerfacilitiesoffice managementadministrative supportprofessional services firmlifelong learnerfast-paced environmentvariety of taskscompany culturework-life balanceteamPortlandORspace managementproperty strategycontract managementvendor coordinationoffice renovationsoffice movescorporate administrative supportpublications supportquality assurancescheduling meetingsexpense reportstravel arrangementsuser supportAdobe Acrobatrecord keepingassociate degreebachelor's degreecustomer service skillsorganizational abilitiestime management skillsMS Office SuiteMS SharePointprofessionalismintegrityconfidentialityindependent workmultidisciplinary team