Administrative Coordinator - Onsite - Travel Oregon

About Travel Oregon

Do you have a passion for Oregon, along with an appreciation for the unpredictable and somewhat maverick nature of this place we call home? Working for Travel Oregon is more than a job. It is a life less ordinary, an eternal quest to share the next farm-to-table meal, powdery slope, coastal sunrise, or cultural experience. Our mission is to inspire travel that uplifts Oregon communities. We work with our communities to be stewards of Oregon, we work to optimize economic opportunity, advance equity, and respect the ecosystems, cultures, and places that make Oregon ... Oregon.

POSITION PURPOSE

We're seeking an enthusiastic Administration Coordinator to join our team and take charge of facilities oversight and coordination, infusing our workplace with efficiency and vitality. As a key member of our Administration function, you'll help to ensure seamless operations and champion administrative activities, policies, and best practices. Your role will be pivotal as you assist to onboard new employees, liaise with internal teams, and ensure that our departmental goals and mission are achieved.

ESSENTIAL FUNCTIONS/MAJOR DUTIES

Operations Coordination (70%)

●      Compile information, reports, and documents for internal use.

●      Act as the main contact for operational and facility needs.

●      Coordinate with vendors for maintenance and services; coordinate deliveries and shipments.

●      Draft communications for workforce awareness on facility matters.

●      Manage equipment purchasing and maintenance.

●      Provide oversight and front-desk support for the Portland office; answer/route phone calls and emails.

●      Execute operations-related onboarding and offboarding duties, onboarding staff to office space, office safety, equipment, etc.

●      Handle external communications and logistical duties.

●      Process invoices and coordinate project activities for operations.

●      Assist in managing Welcome Center inventory and digital content.

Corporate Offices Policy and Procedure Maintenance (20%)

●      Serve as a resource for standard procedures.

●      Collaborate on policy changes and draft procedures.

●      Manage review schedules and communications on changes.

Department Administrative Support & Coordination (10%)

●      Serve as backup support to Executive Assistant(s).

●      Coordinate tasks and activities related to People & Culture programs and Accounting projects and tasks.

●      Ensure all tasks align with Travel Oregon's values and commitment to diversity, equity, and inclusion.

MINIMUM QUALIFICATIONS

●      Bachelor’s degree in business or related field OR equivalent combination of education, coursework, training, and work experience.

●      Minimum two years of experience in a fast-paced professional environment supporting operations, facilities, or related functions, including project coordination.

●      High proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Adobe Acrobat, and digital signature software.

●      Proficiency in video and audio-conferencing platforms like Zoom.

PREFERRED QUALIFICATIONS

●      Ability to utilize project management and collaboration tools such as Basecamp, Microsoft Teams, Google Docs, and Dropbox.

●      Experience in developing and implementing processes to enhance team organization and efficiency.

●      Skill in prioritizing competing tasks and meeting overlapping deadlines.

●      Knowledge of project management best practices, conflict resolution, and consensus-building.

●      Ability to draft and implement operating procedures and policies.

●      Proficient in editing written communications, documents, and presentations.

●      Strong communication skills for representing team priorities to internal and external stakeholders.

●      Understanding of operations or administration business functions.

About Our Work Environment:

This position is designated as primarily on-site, with 75% of time spent in the downtown Portland office and the possibility to work remotely 20-25% of the time. Overnight travel, up to three times per year, is required in this position.

Compensation & Benefits:

Salary Range: $58,100-$69,700

Benefits

• Annual accrual of 12 paid vacation days and 12 paid sick days plus 3 days personal business leave; 11 paid holidays, 3 days paid volunteer leave, and available paid bereavement leave.
• 100% of health care premiums for core benefits (medical/dental/vision) for employee and family are paid by Travel Oregon. Optional health care and dependent care flexible spending accounts (FSAs). 
• After six full months of employment, participation in the Public Employees Retirement System (PERS), including generous Travel Oregon contributions with no employee match required; optional participation in a 403(b) account (Oregon Savings Growth Plan) is also available.

Equal Employment Opportunity

Travel Oregon is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on race, ethnicity, national origin, ancestry, color, sex, gender identity or expression, sexual orientation, marital or parental status, pregnancy or childbirth, disability, age, religion, creed, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. We encourage and respect different viewpoints and experiences as being essential to the process of innovation. We strive to acquire, grow, and maintain a diverse and inclusive workplace that applies principles and standards equitably while supporting the needs and accommodations of the individual employee.

Consistent with the Americans with Disabilities Act (ADA) and federal and state laws, it is the policy of Travel Oregon to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact cheryl@traveloregon.com. Travel Oregon provides qualifying veterans and disabled veterans with preference in employment. Please review the following webpage on veterans' preference in state employment and indicate your status and submit documentation accordingly: https://www.oregon.gov/jobs/pages/veterans.aspx.