Industry: Sustainable Energy

Mulberry Talent Partners has joined with our client, a company located in downtown Portland, OR to identify an Office and Events Coordinator to join their team. This is a full-time, direct-hire, onsite position. The hours for this position are either 8-4:30 or 8:30-5. The company offers world-class benefits for employee and dependents!

The Office and Events Coordinator is the primary administrative resource for the company. They perform various administrative and clerical duties to support the organization. Among those are general office management, event planning/special events, assisting with travel arrangements, and backing up human resources functions. The person acts as receptionist, greeting, assisting, and providing direction and information to guests and employees of the organization to make the Portland office, and as requested and directed, other organization functions, run smoothly and effectively.

Your Role:

  • Provides administrative and clerical support for all offices, particularly Portland office.
  • Prepares, proofs, edits and/or distributes communications, such as memos, announcements, emails, documents, presentations and other correspondence; brings recommendations and plans for improvement and streamlining of these functions.
  • Administers and supports front-line IT and document management systems. Recommends improvements and, on approval, implements. Handles orientation, training, and maintenance on our front-line IT and document management systems.
  • Responsible for performing and/or overseeing filing, scanning and recordkeeping, including confidential and personal information.
  • Maintains corporate directories and email distribution lists.
  • Greets clients, visitors, and guests in Portland office or elsewhere when so staffed; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
  • Answers, screens, and directs phone calls to staff; takes and delivers messages.
  • Administers our physical mail, documents, packages, and courier deliveries; and scans, distributes, or delivers items.
  • Prepares and manages outgoing mail & packages.
  • Creates and maintains incoming check log, coordinating system with FinOPS and compliance for effective financial controls.
  • Responsible for building access management systems and administration, including requesting or issuing key cards and keys, logging visitors in, and maintaining guest badge check in/out log.
  • Maintains professional, welcoming look of office environment.
  • Assists with travel planning and expense tracking and reimbursement.
  • Manages and maintains conference room calendars; provides scheduling assistance as needed.
  • Organizes and manages virtual, offsite and onsite meetings, and in general providing meeting/conference room coordination and preparation, and set-up and clean-up.
  • Responsible for event planning and preparation for teams, offices or company-wide events, including securing site and hotel selections, catering, gifts, etc., while adhering to organizational needs and standards.
  • Maintains and orders food, beverage and snack items for breakrooms, meetings and events.
  • Point of contact for facility maintenance (contact with property owner/manager, plumber, electrician, etc.) and IT.
  • Maintains office organization and supplies, including business cards and Company logoed items.

You Bring:

  • High School Diploma or GED
  • Three years office experience that demonstrates growth and increasing responsibilities.
  • Oregon Notary (preferred).
  • Excellent interpersonal and customer service skills.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Proficient knowledge of MS Office and other computer programs, including telecommunications & video conferencing software, and enjoyment of learning new systems and teaching them.
  • Extremely organized.
  • Detailed oriented.
  • Good understanding of what is confidential information and the ability to maintain confidentiality.
  • Ability to work and thrive in a fast-paced environment with frequent interruptions, ambiguity and changing priorities that can feel overwhelming at times.
  • Assertiveness with courtesy, and the ability/willingness to ask questions and make recommendations.
  • Strong English verbal and written communication skills.
  • Good command of English grammar.
  • Basic math (add, subtract, multiply & divide, comfort with spreadsheets).
  • Initiative-taker.
  • Works independently with limited supervision, as well as part of a team.
  • Ability to use a PC computer.
  • Ability to occasionally move up to forty pounds, and to ask for help as needed from colleagues in office.

Compensation: $55,000-$60,000 plus world-class benefits for employee and dependents.