Administrative Assistant Job at IK Hofmann in Portland

Position Summary:
We are seeking a detail-oriented, proactive Administrative Assistant with 2-5 years of experience. This role provides comprehensive administrative support to the team, including timekeeping, meeting coordination, budget tracking, and inventory management. The ideal candidate will have specialized skills, a strong work ethic, and a keen ability to adapt in a fast-paced environment.

Key Responsibilities:

General Office Support/Administration:

Provide administrative support to a manager and their team(s) or facility.

Receive visitors, callers, and incoming mail, referring to appropriate staff or handling routine matters independently.

Use software applications to prepare emails, correspondence, reports, presentations, agendas, and meeting minutes.

Independently respond to routine correspondence and inquiries.

Research files, compile and consolidate data, and prepare special and periodic reports.

Maintain and update physical and electronic files, records, and procedural documents, guides, and manuals.

Initiate requests for facility moves and repairs, coordinate with vendors, and track progress.

Functional Competencies:

• Intermediate knowledge of English language, grammar, and composition.
• Strong clerical and administrative procedure skills.
• Ability to apply procedures within established guidelines.
• Basic knowledge of budgeting procedures and practices.

Required Skills:

• Detail-oriented with strong organizational skills.
• Excellent communication skills (both oral and written).
• Strong problem-solving abilities.
• High work ethic with a commitment to learning and adaptability.
• Ability to work effectively with a team and independently.
• Strong attention to detail and time management skills.

Qualifications:

• High School Diploma or GED required.
• 2-5 years of experience in administrative or office support roles.
• Proven ability to handle multiple tasks and prioritize effectively.
• Experience working with timekeeping, scheduling, and accounting software is a plus.

Essential Functions

• Must be able to remain in a stationary position 50% of the time.
• Position constantly operates a computer and other office productivity machinery such as a computer, copier, and printer.
• The person in this position frequently communicates with employees to give instructions. Must be able to exchange accurate information in these situations.

To the extent permitted by law, passing consumer (drug screening and/or background check) report inquiries may be necessary for employment purposes.

ABOUT US I.K. Hofmann, USA provides staffing and human resource services, Vendor Management and MSP Services to both domestic and international companies. Our services include temporary staffing, temporary to permanent placement, permanent placement, on-site administration, human resource management and workforce management. We specialize in staffing in manufacturing, engineering, production, warehouse, aviation, automotive, supply chain, logistics, and HR. As a ISO 9001 certified organization, I.K. Hofmann has built a reputation for delivering the highest levels of service and quality while staying true to the founder’s vision of being a staffing firm that cares about their people. Our parent company, I.K. Hofmann GmbH, is a privately held woman owned business founded in Germany in 1985 and today has more than 110 branch offices in Austria, the Czech Republic, Germany, UK, Italy, Slovakia, and the United States. We are proud to be an equal opportunity employer and celebrate our employees' differences, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Veteran status, or any other protected classes. Our differences make us thrive! Must be eligible to work in the United States for any company without sponsorship. By entering my mobile number and by submitting this application, I give my express written consent and agreement to receive text messages from, or on behalf of, I.K. Hofmann USA, Inc. at the mobile telephone number provided for employment or potential employment-related communications, notices, and updates, including via an automatic telephone dialing system. I further understand that my consent is not required. Standard message and data rates may apply. To opt-out of text messaging, reply STOP any time. For California residents, please see our Employee and Applicant Notice at Collection and Privacy Policy for additional California specific informationhere.

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