Job Details

Coordinator, Office Administration

Portland Business Alliance, Portland, Oregon

Job - Non-Profit

Close Date: 02/29/2020

POSITION: Coordinator, Office Administration
DEPARTMENT: Operations
REPORTS TO: Human Resources
CLASSIFICATION: Non-exempt, Full-time

ABOUT US
The Portland Business Alliance, a 501(c)(6) organization, is the Greater Portland Chamber of Commerce and the leading voice for business in the region. The Alliance advocates for business at all levels of government to support commerce, community health and the region’s overall prosperity. We also offer a variety of networking events and professional development opportunities to connect and foster growth in our region’s business community.

SUMMARY
The Office Administration Coordinator is a public facing position and the first point of contact for the Portland Business Alliance and its affiliates. This front desk position will be responsible for carrying out administrative activities to ensure the office runs efficiently. This role provides administrative support for Downtown Portland Clean and Safe. Other duties as assigned as assigned by President and CEO.

ESSENTIAL FUNCTIONS
Front Desk and Office Management
 Handle incoming phone calls and email inquiries and/or forward to appropriate staff.
 Receive and direct visitors to appropriate department.
 Process incoming and outgoing mail.
 Processes incoming check, credit card and cash payments through accounting procedures.
 Maintain appropriate inventory levels and process orders for office supplies.
 Maintain office appearance and organization including kitchen and workroom maintenance.
 Maintain facilities scheduling.
 Coordinates facilities requests with building management.
 Provide administrative support for Alliance programs, as approved by supervisor. Including but not limited to, data entry and research projects, maintaining membership collateral and basic member support.

Administrative Support: Downtown Portland Clean and Safe
Provide administrative support to Executive Director and staff including calendar management.
 Set up and assist with committee and board meetings, including:
o Send meeting notice, agenda, minutes and other documents as needed.
o Collect RSVP’s and call through committee list to boost attendance if needed.
o Print meeting materials and compile packets for attendees.
o Room preparation: AV set-up, coffee and water, and ordering of catering.
o Produce table tents when needed.
o Take meeting minutes for standing Clean and Safe meetings
 Maintain committee member lists and update in EMMA.

KNOWLEDGE, SKILLS, AND ABILITIES
 Excellent interpersonal and customer service skills.
 Excellent verbal and written communications skills.
 Experience taking meeting minutes highly preferred.
 Excellent computer skills and proficiency with Microsoft Office programs including Word, Excel and Outlook.
 Proficiency with ChamberMaster or other database program, preferred but not required.
 Cultural competency and ability to work with various community and industry representatives.

SUPERVISORY RESPONSIBILITIES
None

MINIMUM QUALIFICATIONS
 2-4 years of relevant work experience; college degree preferred but relevant work experience acceptable.
 Knowledge of office management systems and procedures.

SUCCESS FACTORS
An outgoing, highly organized self-starter with the ability to multi-task and demonstrate strong attention to detail, time management and planning skills while maintaining a courteous and professional manner.

WORKING CONDITIONS
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 Work is normally performed in a typical interior/office work environment.
 No or very limited exposure to physical risk.
 The employee may be required to push, pull, lift, and/or carry up to 20 pounds. Occasionally that requirement may be higher.
 The noise level in the work environment is usually quiet and, at all times, is within safe OSHA decibel constraints.

Salary: Starts at $18 per/hour

The Portland Business Alliance is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of age, color, disability, gender, gender identity, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

To apply, please submit a cover letter and resume to careers@portlandalliance.com.