Port of Portland
Administrative Coordinator II
Port of Portland, Portland, Oregon, United States, 97204
The PositionThe Port of Portland is hiring a new
Administrative Coordinator II !We're looking for a highly organized and proactive
Administrative Coordinator II
to join our Engineering team! If you thrive in a fast-paced environment and want to be part of a department that handles cutting-edge upgrades to our airport and port facilities, this is the opportunity for you.
About Us:
At the Port of Portland, we are committed to innovation and excellence in all areas of our work. Our Engineering Department plays a vital role in the development and maintenance of our state-of-the-art airport and port facilities, ensuring that we remain leaders in technology, infrastructure, and service. By joining our team, you will be contributing to exciting and impactful projects that serve thousands of people every day, all while helping us uphold the highest standards of safety, efficiency, and sustainability. The work we do in the Engineering Department drives the innovations that shape the future of our operations.
Your Role:
As the AdCo to our Engineering Department, you will provide key administrative support to the Engineering Director and other engineering staff, ensuring the smooth running of day-to-day operations. In this role, you will be responsible for preparing correspondence, managing schedules, and coordinating meetings. You will also assist with meeting preparation and documentation, maintaining both electronic and paper records to ensure accuracy and easy access. Additionally, you will provide backup support to other administrative staff within the department, including Construction Coordinators, and help maintain and update standard operating procedures. Your attention to detail and organizational skills will play a crucial part in supporting the successful execution of various engineering projects.
We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!Essential Job DutiesSet up, organize, and maintain Engineering documents and files using SharePoint, Teams, shared drives, or other methods. Ensure compliance with records requirements. Prepare reports, documents, and presentations, ensuring alignment with brand standards. Proofread documents as needed.Schedule meetings, respond to requests, identify scheduling needs, and collaborate with others to resolve conflicts. Prepare agendas and materials and take meeting notes.Plan department events, including selecting venues, processing purchase orders, arranging food and materials, and ensuring compliance with contract and procurement rules.Manage contracts and process change orders, coordinating with Contracts and Procurement to track and monitor contracts.Set up and maintain the project filing system, review project change orders, and ensure proper contract updates. Coordinate with construction administrative staff on records related to capital projects.Process purchase orders and change orders, ensuring compliance with department processes.
Minimum QualificationsA high school diploma or GED is required.
An Associate's degree in Business or Construction Technology is preferred.
At least one (1) year experience providing administrative support.ORAny combination of education and experience that demonstrates the ability to perform the job duties.Demonstrated Skills & AbilitiesProficiency in Microsoft products, including Word, Excel, Outlook, Adobe Acrobat, and SharePoint.Strong written and verbal communication skills.Excellent customer service skills.Proficiency in using office equipment such as printers and copiers.Strong prioritization, planning, and organizational skills.Ability to manage competing priorities and shift tasks quickly.
Supplemental and Selection InformationSelection Process: (tentative schedule):1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of October 13, 2024.2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation at the end of October. Panel Interviews will be held in early November.
About us:
At the Port of Portland, we use everything we have - our three airports, four marine terminals, five business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to pull down barriers, unlock new opportunities, ensure more people share in our region's success and include those who have been excluded in the past. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!
Do you have questions about this job?
Contact us: careers@portofportland.com
Safety:
The Port promotes safety as a guiding principle and practice in accomplishing work by complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.
Diversity and Inclusion:
At the Port, we don't just accept difference; we value and support it to create a culture of inclusiveness and fun. We are proud to be an Equal Opportunity Employer.
EEO/Affirmative Action Policy Statement:
The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination and affirmative action.
Veterans Preference:
Under Oregon law, qualified veterans may be eligible for veterans preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veterans preference for this job, please provide the qualifying documents as instructed during the application process.
Background Checks and Drug Testing:
The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.
ADA Accommodation:
Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.
Administrative Coordinator II !We're looking for a highly organized and proactive
Administrative Coordinator II
to join our Engineering team! If you thrive in a fast-paced environment and want to be part of a department that handles cutting-edge upgrades to our airport and port facilities, this is the opportunity for you.
About Us:
At the Port of Portland, we are committed to innovation and excellence in all areas of our work. Our Engineering Department plays a vital role in the development and maintenance of our state-of-the-art airport and port facilities, ensuring that we remain leaders in technology, infrastructure, and service. By joining our team, you will be contributing to exciting and impactful projects that serve thousands of people every day, all while helping us uphold the highest standards of safety, efficiency, and sustainability. The work we do in the Engineering Department drives the innovations that shape the future of our operations.
Your Role:
As the AdCo to our Engineering Department, you will provide key administrative support to the Engineering Director and other engineering staff, ensuring the smooth running of day-to-day operations. In this role, you will be responsible for preparing correspondence, managing schedules, and coordinating meetings. You will also assist with meeting preparation and documentation, maintaining both electronic and paper records to ensure accuracy and easy access. Additionally, you will provide backup support to other administrative staff within the department, including Construction Coordinators, and help maintain and update standard operating procedures. Your attention to detail and organizational skills will play a crucial part in supporting the successful execution of various engineering projects.
We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!Essential Job DutiesSet up, organize, and maintain Engineering documents and files using SharePoint, Teams, shared drives, or other methods. Ensure compliance with records requirements. Prepare reports, documents, and presentations, ensuring alignment with brand standards. Proofread documents as needed.Schedule meetings, respond to requests, identify scheduling needs, and collaborate with others to resolve conflicts. Prepare agendas and materials and take meeting notes.Plan department events, including selecting venues, processing purchase orders, arranging food and materials, and ensuring compliance with contract and procurement rules.Manage contracts and process change orders, coordinating with Contracts and Procurement to track and monitor contracts.Set up and maintain the project filing system, review project change orders, and ensure proper contract updates. Coordinate with construction administrative staff on records related to capital projects.Process purchase orders and change orders, ensuring compliance with department processes.
Minimum QualificationsA high school diploma or GED is required.
An Associate's degree in Business or Construction Technology is preferred.
At least one (1) year experience providing administrative support.ORAny combination of education and experience that demonstrates the ability to perform the job duties.Demonstrated Skills & AbilitiesProficiency in Microsoft products, including Word, Excel, Outlook, Adobe Acrobat, and SharePoint.Strong written and verbal communication skills.Excellent customer service skills.Proficiency in using office equipment such as printers and copiers.Strong prioritization, planning, and organizational skills.Ability to manage competing priorities and shift tasks quickly.
Supplemental and Selection InformationSelection Process: (tentative schedule):1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of October 13, 2024.2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation at the end of October. Panel Interviews will be held in early November.
About us:
At the Port of Portland, we use everything we have - our three airports, four marine terminals, five business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to pull down barriers, unlock new opportunities, ensure more people share in our region's success and include those who have been excluded in the past. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!
Do you have questions about this job?
Contact us: careers@portofportland.com
Safety:
The Port promotes safety as a guiding principle and practice in accomplishing work by complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.
Diversity and Inclusion:
At the Port, we don't just accept difference; we value and support it to create a culture of inclusiveness and fun. We are proud to be an Equal Opportunity Employer.
EEO/Affirmative Action Policy Statement:
The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination and affirmative action.
Veterans Preference:
Under Oregon law, qualified veterans may be eligible for veterans preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veterans preference for this job, please provide the qualifying documents as instructed during the application process.
Background Checks and Drug Testing:
The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.
ADA Accommodation:
Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.