Administrator - Full-time / Part-time

Our client in Salem, OR is seeking an Administrative Office Coordinator to join their team.

The Administrative Office Coordinator provides administrative project and non-project support to the staff of the Salem office. Additionally, this role provides an intermediate level of office administration (maintaining facility, supplies, conference rooms, mail, etc.) and a small amount of HR support.

Duties and Responsibilities: The following reflects the essential functions for this job but does not restrict the tasks that may be assigned.

Project Assistant (50%)

• Perform clerical functions such as preparing correspondence, reviewing and summarizing reports/data, taking and publishing meeting notes.
• Provide Project Managers with support in the QC process by coordinating the performance of Management and QC Reviews, generating and updating the relevant QA/QC documentation (including Project Guides) and assisting with the development and maintenance of the project filing structure.
• Input and monitor information weekly in WorkPlan.
• Assist senior staff in the preparation of expense reports.
• Assist senior staff in the booking of travel.
• Coordinate and/or manage preparations for project meetings.
• Copy and/or scan project related documents in-house and coordinate sending out larger jobs.
• Monitor, track and file large amounts of project documentation.
• Assist in the management, upkeep and distribution of project schedules.

Serve as point of contact for information requests from staff, clients, and sub consultants

Office/Facility Support (45%)

• Perform general clerical duties associated with the maintenance/upkeep of office.
• Copy documents in-house and coordinate sending out larger jobs.
• File project related documents.
• Archive closed projects.
• Coordinate local courier deliveries and Fed Ex/UPS shipments.
• Open, sort, and distribute incoming mail; prepare all outgoing mail and packages.
• Run errands.
• Distribute faxes and deliveries throughout the day.
• Coffee/water set-up for client meetings.
• Maintain kitchen areas during and at the end of each day.
• Straighten conference rooms during and at end of each day.
• Copier and fax machine maintenance and troubleshooting.
• Manage building maintenance requests.
• Perform other duties as assigned by supervisor.

HR Support (5%)

• Provide support and direction to staff with basic HR questions.
• Assist in the onboarding of new employees.
• Assist in the setup of the HR presentations to staff.

Qualifications:

• Previous administrative experience required; A/E industry experience desired
• Degree preferred
• Minimum of 5 years experience in the administrative field
• Office management experience preferred
• Strong interpersonal skills
• Excellent verbal and written communication skills
• Proficient in the use Microsoft Word, Excel, Project and PowerPoint
• Ability to perform diversified clerical functions
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Ability to successfully manage multiple, conflicting priorities
• Strong organizational skills; able to manage priorities and workflow

All interested candidates please apply. Only those who qualify will be contacted.

About Aerotek:

Aerotek, headquartered in Hanover, Md., is a leading provider of technical, professional and industrial staffing services. Established in 1983, Aerotek is an operating company of Allegis Group, the largest provider of staffing services in the U.S. Aerotek operates a network of more than 200 non-franchised offices throughout the U.S., Canada and Europe. For more information, visit .

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 844 895-8598 or email . However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.