Workplace Administrator

Job Description

Job Description

Title: Workplace Administrator

Location: Onsite – Portland, OR 97214

Duration: 6+ Months (Possible extension/Hire)

Working Hours: 7:00 AM – 4:00 PM

Experience Level: 10+ years

Position Overview

• This is a highly visible, hands‐on role at the center of the workplace, ensuring smooth office operations and driving improvements. Responsibilities span employee and visitor experience, meetings, events, workplace readiness, and daily problem‐solving. The ideal candidate is energetic, resourceful, proactive, and ownership‐driven, with a knack for spotting opportunities and enhancing workplace engagement.

Key Responsibilities

Front Desk & Workplace Operations

• Visible, approachable presence at the front desk for employees, visitors, and vendors
• Coordinate visitor access, badges, and security procedures with onsite/remote security teams
• Manage workplace requests, tickets, and follow‐ups to keep operations smooth
• Maintain visitor logs and badge distribution
• Suggest and implement workplace improvements

Employee Experience & Engagement

• Plan and execute site activities/events to foster engagement
• Manage weekly site meals for 100+ attendees (ordering, logistics, budget tracking)
• Create and distribute site communications (announcements, promotions, updates)
• Build community through participation and connection initiatives

Meetings & Event Support

• Provide concierge‐level support for executive/high‐visibility meetings
• Set up/reset rooms, furniture, and layouts for readiness
• Partner with Workplace and AV teams for event execution

Administration & Reporting

• Support purchasing activities (P‐Card transactions, invoices, expense reconciliation)
• Track/report site metrics (headcount, events, tickets, usage)
• Maintain/update internal tools (SharePoint, internal pages)
• Use Microsoft Office and workplace systems for coordination

Safety & Emergency Support

• Act as point of contact during onsite incidents/emergencies
• Partner with Workplace and Security teams for safety protocols

Candidate Profile

• Passionate about engagement activities and fostering community
• Customer service oriented: cheerful, energetic, courteous, professional
• Hands‐on problem solver, comfortable with practical workplace needs
• Organized, effective communicator, proactive with a growth mindset

Minimum Qualifications

• High school diploma or equivalent
• 0–5 years in retail, workplace operations, hospitality, or employee experience
• Experience with purchasing, expense tracking, invoices, or similar processes
• Strong verbal and written communication skills
• Computer proficiency with Microsoft Office
• Ability to work independently, manage priorities, and adapt to changing needs
• Physical ability to perform hands‐on duties (setting up/reconfiguring spaces, moving furniture/supplies, troubleshooting minor issues)

Interview Process

• Initial check‐in/explanation of position with hiring manager
• Second round if aligned
• 3–4 back‐to‐back interviews (approx. 15 minutes each) with manager, team lead, local admin, and hiring manager again