Mid-Level Administrative Assistant (Project Support) Portland, OR

Mid-Level Administrative Assistant

Tetra Tech is adding a highly organized and motivated Mid-Level Administrative Assistant to provide administrative and project support to the Portland, Oregon Operations Manager, Project Managers, and office staff. This role is critical to ensuring efficient office operations while supporting project administration, procurement, invoicing, document management, and day-to-day business activities.

The ideal candidate will be client-focused, detail-oriented, and capable of managing multiple priorities in a fast-paced consulting environment. This position offers the opportunity to work closely with project teams and support a variety of environmental and engineering projects throughout the region.

Location: Portland, OR

Why Tetra Tech:

At Tetra Tech, we are Leading with Science to solve the world's most complex challenges. Our industry-leading experts in engineering and consulting are committed to driving positive change in communities around the world. For over 50 years, we have been at the forefront of innovation and sustainability. Today we stand as a market leader, offering cutting-edge solutions in water, environment, energy, and international development. Our work has improved more than 625 million lives around the world.

Your Impact:

Join Tetra Tech to make a real difference. Our work leverages cutting-edge technologies, advanced analytics, and the expertise of world-class scientists and engineers to create meaningful change around the world. Discover your full potential join us to advance your career while leaving a lasting legacy.

Essential Job Functions:

Administrative & Office Support

• Provide administrative support to the Operations Manager, Project Managers, and office staff.
• Ensure office services and facilities operate efficiently.
• Handle a variety of office administrative tasks and special assignments.
• Coordinate office events, activities, and employee functions.
• Assist with office moves and facilities coordination.
• Manage office inventory and prepare purchase requisitions for equipment and supplies.
• Demonstrate professional customer service to both internal and external clients.

Project Administration & Financial Support

• Assist Project Managers with project administration and project controls.
• Prepare purchase requisitions and support procurement activities.
• Process subcontractor invoices and expense reports.
• Support accounts payable and accounts receivable activities.
• Assist with project schedules, budgets, and reporting requirements.
• Communicate with project team members and clients regarding project objectives, schedules, and budgets.
• Provide meeting support, including note-taking and preparation of meeting summaries.

Document Management & Reporting

• Format reports and documents using Microsoft Office Suite, Adobe, and related software.
• Assist with preparation of proposals, business development materials, and large document production.
• Review and edit technical documents for consistency and accuracy.
• Maintain records management and document control systems in accordance with company standards.
• Perform data entry and database maintenance activities.

Human Resources & Office Coordination

• Serve as HR liaison in coordination with management to support: I-9 verification, new hire preparation, employee onboarding activities.
• Coordinate travel arrangements as required.
• Support company Equal Employment Opportunity initiatives.
• Assist with office communications and employee support activities.
• Conduct activities in line with internal procedures, legislation, and industry standards
• Pursue continuous professional development and maintain a high degree of discipline knowledge and awareness
• Work in a safe manner at all times and report all health and safety incidents and concerns
• Perform additional duties as required

Required Qualifications:

• High School Diploma or GED required.
• 35 years of relevant administrative support experience.
• Typing proficiency of 5060 words per minute.
• Strong understanding of project administration, project management support, and accounting-related processes.
• Strong organizational and time-management skills.
• Excellent interpersonal, verbal, and written communication skills.
• Strong data entry and document management skills.
• Proficiency with: Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat.
• Ability to work independently and as part of a team.
• Ability to manage multiple priorities while maintaining attention to detail.
• Ability to obtain and maintain an Oregon Notary license (and Washington Notary license if residing in Washington).
• Must possess a valid driver's license with a clean driving record without restrictions.

Preferred Qualifications:

• Experience supporting environmental, engineering, or consulting projects.
• Experience with subcontracting and procurement processes.
• Experience reviewing expense reports and project-related financial documentation.
• Familiarity with project controls and project accounting systems.
• Experience preparing proposals and business development materials.

Physical Requirements:

• Ability to sit and work at a computer for extended periods.
• Ability to occasionally lift and carry office supplies and materials up to 30 pounds.
• Ability to move throughout an office environment and support office operations as needed.

Work Environment / Environmental Factors:

• Primarily office-based work environment.
• Frequent interaction with project managers, technical staff, clients, and vendors.
• Occasional travel within the local area for office and project support activities.
• Use of personal mobile device may occasionally be required for authentication and business communications.

Life at Tetra Tech:

The perks of working at Tetra Tech include:

• Comprehensive and market-competitive benefits.
• Medical benefits, workers compensation insurance, and 401(k) plan.
• Merit-based financial rewards.
• Flexibility and company-wide commitment to work/life balance.
• Collaborative team atmosphere that values the contributions of all employees.
• Learning and development opportunities for ongoing professional growth.

A pre-employment drug screen in compliance with federal regulations is required, along with a physical if needed.

Compensation: Pay commensurate with experience.

Pay Range: $30.00-$36.00 hourly

About Tetra Tech:

Tetra Tech is the leader in water, environment, and sustainable infrastructure, providing high-end consulting and engineering services for projects worldwide. With 30,000 employees working together, Tetra Tech provides clear solutions to complex problems by Leading with Science to address the entire water cycle, protect and restore the environment, design sustainable and resilient infrastructure, and support the clean energy transition.

Tetra Tech is proud to be an Equal Opportunity Employer. All qualified candidates will be considered without regard to race, color, religion, national origin, age, disability, sex, marital or familial status, status as a protected veteran, or any other characteristic protected by law. Tetra Tech is a VEVRAA federal contractor and we request priority referral of veterans.

We invite applications from all interested parties.