WE'RE HIRING: Join Portland Business Alliance's amazing team



WE'RE HIRING:  Join Portland Business Alliance's amazing team

Portland Business Alliance and Downtown Portland Clean and Safe are seeking a qualified professional to join its team as the Office Administration Coordinator. Learn about the opportunity and apply now! 

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:
    • Send meeting notice, agenda, minutes and other documents as needed.
    • Collect RSVP’s and call through committee list to boost attendance if needed.
    • Print meeting materials and compile packets for attendees.
    • Room preparation: AV set-up, coffee and water, and ordering of catering.
    • Produce table tents when needed.
    • 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.

MINIMUM QUALIFICATIONS
  • 2-4 years of relevant work experience; college degree preferred but relevant work experience acceptable.
  • Knowledge of office management systems and procedures.
To apply, please submit a cover letter and resume to [email protected]

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.