Office Manager at KPFF Consulting Engineers in Portland, Oregon

Job Description:

KPFF Consulting Engineers is looking for a motivated Office Manager to join our structural engineering firm in Portland, Oregon. If you are interested in working alongside friendly professionals in a supportive team environment, this is the place for you. We take pride in our work and always strive to do our best. We value integrity, diversity and are committed to providing the highest quality work possible.

This full-time position provides operational support to engineers and other staff members. How we treat one another is as important as the work we do; this position interacts and facilitates communication with all levels of the firm as well vendors and clients. The successful candidate must possess excellent interpersonal and communication skills with the aptitude to foster a positive and collaborative team environment.

Position Summary

As the Office Manager, you will lead an administrative team to provide support to the organization by assisting with all general operational needs.

Responsibilities include:

• Develop and implement office policies by creating standard operating procedures
• Act as the primary contact for building management, vendors, and other service providers to ensure building, equipment and services are maintained and requests are handled efficiently and on budget
• Supervise, coach and provide leadership to office support staff
• Provide day to day guidance to administrative team by prioritizing and coordinating work assignments; recommending procedural improvements; ensuring adequate support coverage; and working collaboratively with others at both the administrative and management levels
• Conduct on-boarding sessions, coordinate new hire paperwork and preparations
• Coordinate interviews for hiring managers
• Collaborate with KPFF's corporate HR department for local HR support and training
• Perform a wide variety of advanced administrative work including the maintenance of detailed records, verifying accuracy of information, researching discrepancies and recording information
• Assist with security support as needed under the direction of the Facility Security Officer (FSO)
• Troubleshoot operational efficiencies and implement solutions
• Review office invoices and credit card statements for accuracy
• Coordinate continuing professional education, including travel, and license renewal processing for professional staff
• Establish procedures in conjunction with the IT and archive departments for protection, retention, record disposal and retrieval of office records/data
• Assist in gathering and distributing information requests for external agencies
• Ensure office financial objectives are met by preparing annual budget for the office functions and planning of the office expenditures
• Support senior staff with monthly reports, including compiling information and data for RCM reports
• Remain updated of technical and professional knowledge by attending educational workshops, joining professional associations and building networks with fellow professionals; and reviewing of industry publications
• Promote activities that enhance employee morale
• Assist with event planning activities
• Order and maintain office and kitchen supplies
• Other duties or special projects as needed

Preferred Qualifications

• Must possess excellent leadership and management skills to create a positive, successful environment for staff
• 5-7 years of Office Manager experience
• Proven management experience in supervising an administrative team
• Proficient in Microsoft Office applications (Outlook, Word, Excel)
• Demonstrated ability to successfully manage a wide variety of administrative tasks
• Basic knowledge of state and federal employment laws
• Strong interpersonal, organization, communication, and administrative skills
• Candidate must be comfortable working in a fast-paced environment with short deadlines, interruptions and multiple tasks
• Ability to work paid overtime as required
• Experience with government contracts is a plus
• Desire to obtain a full FSO clearance is a plus
• Prior experience in the AEC industry is a plus

KPFF Consulting Engineers offers a competitive salary and benefits package. To apply, please submit a cover letter and resume.

KPFF is an Equal Employment Opportunity/Affirmative Action Employer committed to hiring a diverse workforce and maintaining an inclusive culture. KPFF participates in the e-Verify program to determine the eligibility of our employees to work in the United States.

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