Office Manager (Portland)

Administrative Support Manager

Manage overall office functions and direct and coordinate administrative services, processes, and procedures.

Essential Duties & Key Responsibilities:

• Manage vendor service-related partnerships, liaise with building and facilities managers, and oversee day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting).
• Maintain service level agreements (SLA) with vendors and service technicians for related office services and equipment repairs and service. Engage Information Services (IS) team for office related technology support.
• Management of safety related aspects of office environment working in coordination with Business Unit (BU) Safety Manager. Serve as emergency contact for location and document safety performance.
• Coordinate office access for staff with Information Systems (IS) team.
• Collaborate with project lead to coordinate office relocation activities.
• Embrace company culture, values, Diversity, Equity, & Inclusion (DE&I) activities.
• Provide excellent customer experience and prompt responses to requests for office support, balance workloads, delegate assignments, and hold staff/direct reports accountable to commitments and deadlines.
• Supervise, review, and approve jobsite and office supply and furniture orders and authorize new users for national supplier account. Maintain and secure corporate credit card approvals for office and/or travel use. Process expense reports and reconcile monthly BU travel account.
• Provide accurate and timely management of office expenses, align to BU budgets and update BU leadership.
• Maintain staff seating and organizational charts; coordinate and execute local office moves.
• Lead and support BU initiatives for employee related work-life balance initiatives.
• Manage event coordination activities, including team meetings, negotiation of contract terms with vendors, and provide timely status to BU leadership.
• Manage records retention account (physically and digitally). Maintain access and data in AIA (American Institute of Architects) contract software. Notarize pay applications and other documents.
• Establish Standard Operating Procedures (SOP) for role and team roles. Explore and drive innovative ideas to improve systems, processes, and service quality. Receptive to team and staff recommendations for updates. Work with local Human Resources (HR) and Operations to determine impact to BU and to implement.
• May supervise Administrative Services (AS) staff (across multiple offices as necessary). Provide orientation to new staff, regular feedback, conduct performance appraisals, identify professional development training, and may serve as Development Partner.
• Understand, uphold, and support company mission, vision, strategy, and BU related initiatives; keep team members informed, and encourage adoption.
• Assist Administrative Services (AS) team and Business Unit (BU) staff with office related matters (e.g., facilities, supplies, safety).
• Serve as point of contact for external office vendors and service technicians; and provide appropriate level of access for vendors and technicians to perform duties while preserving security of office and staff.
• Responsive to office or facility service requests and support day-to-day facilities management (e.g., repairs, HVAC (Heating Ventilation and Air Conditioning), janitorial and housekeeping services, lighting), liaise with building/facilities manager as directed.
• Maintain office/kitchen supplies and submit supply order for purchase approval to Office Manager.
• Maintain general conference room calendars, prepare meeting rooms, process catering requests, and maintain appearance of conference rooms and reception areas.
• Process day-to-day office/administrative support activities (e.g., mail, overnight mail, packages, photocopying, filing, sending e-faxes, update phone listings, invoice processing).
• Assistance with Trade Payroll and onboarding paperwork and Event Planning duties as needed
• Other activities, duties, and responsibilities as assigned.

The salary range for this position is estimated to be 75,000.00 - 100,000.00 USD annualized.

Qualifications:

• Bachelor's Degree from accredited degree program and/or related professional certification, with minimum 6 years of relevant office management experience required, in lieu of degree/certification, High School Diploma or GED and minimum 10 years of related office management experience; or equivalent combination of education and/or experience
• Commissioned Notary Public, desired
• Negotiation and contract management skills
• Effective active listening skills and follow up on commitments and deadlines
• High degree of organization, attention to detail, and accuracy
• Good judgment to solve problems and prioritize responsibilities for self and team
• Effective communication skills with others that are not direct reports
• Excellent relationship-building skills, engage teams, vendors, and others
• Work with multiple levels of management and senior leadership
• Supervisory/management experience, desired
• Work independently with little or no supervision, team player
• Approachable, proactive, positive, and professional
• Professional verbal communication and business writing skills
• Proficient computer skills and Microsoft Office suite of applications

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee occasionally travels both short and long distances via a variety of conveyances. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office or construction setting. The noise in the work environment is usually quiet to moderate in an office setting. While performing the duties of this job, the employee may work at construction work sites where the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.