Office Manager/Project Coordinator

David Evans And Associates - Portland, OR

Full-time - Mid Level

Portland, OR

Professional, Scientific, and Technical Services

About the position

The Office Manager/Project Coordinator at David Evans and Associates, Inc. is responsible for overseeing various project-specific administrative tasks within a fast-paced professional consulting design firm. This role requires a blend of office management and project coordination skills, ensuring smooth operations and effective communication among team members and external partners.

Responsibilities

• In-person office administration including security access rights and onboarding new team members.
• Supporting in-person meetings and setting up conference rooms and videoconferencing equipment.
• Coordinating and scheduling in-person, hybrid, and virtual project meetings, preparing meeting agendas, and distributing meeting materials.
• Corresponding with clients, subconsultants, contractors, subcontractors, public partners, and other project parties.
• Assisting in the production, distribution, and archival of deliverables to the client, including large technical reports and memos.
• Formatting and performing quality reviews of documents such as reports, letters, and minutes.
• General administrative support at the project office as needs arise.
• Ordering and maintaining office supplies and requests as needed.
• Vendor and building management coordination for office changes, including quotes and coordinating work onsite.
• General support for the Project Controls Team.

Requirements

• Minimum three years of experience in office administration and/or project coordination.
• Experience with multi-tasking and prioritizing competing requests in a fast-paced environment.
• Ability to collaborate, build trust, and develop innovative solutions within a team environment.
• Proficiency in Outlook, Teams, Word, Excel, PowerPoint, and Adobe Acrobat.
• Experience coordinating and scheduling meetings for internal and external individuals.
• Excellent written and verbal communication skills, including proof-reading and editing.
• Experience attending project meetings and preparing meeting summaries.
• Strong interpersonal skills and adaptable communication style.
• Customer service or quality control experience.

Nice-to-haves

• Project related experience in an architecture, engineering, or construction firm.
• Intermediate software skills in Microsoft 365 applications like Outlook, Teams, Forms, Word, Excel, PowerPoint, Visio, and Planner.
• Additional software skills in ProjectWise, SharePoint, Procore, AASHTOWare, Adobe Creative Cloud, and PDF software (Adobe Acrobat and/or Bluebeam).
• Experience with contract administration, invoicing, and general accounting practices (AP/AR).
• Familiarity with managing scope, schedule, and budget.

Benefits

• Medical, Dental, Vision, Disability and Life Insurance
• Health Savings and Lifestyle Spending Account with employer contribution
• Support for continuing education and training opportunities
• Paid Time Off (PTO)/Holiday Pay
• 401k and Employee Stock Ownership Program (ESOP)
• Holistic Wellbeing Program with a focus on physical, emotional, financial, career and community health
• Opportunity for growth with support and mentoring to help with professional goals.