Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator is responsible for assembling and coordinating the production of reports, technical papers, forms, and summaries, as well as other documents of varying complexity and confidentiality. These documents are prepared under the supervision of the Office Manager, professional staff, or Branch Manager. The role involves composing material, typing, and designing general correspondence, memos, charts, tables, graphs, business plans, reports, and documents related to client, project, and professional matters. The Coordinator will proofread copy for spelling, grammar, and layout, ensuring accuracy and clarity of the final copy.

Responsibilities

• Compose and proofread various documents to ensure accuracy and clarity.
• Create logs and databases, perform desktop publishing, and develop visual presentations.
• Schedule and organize complex activities such as travel, meetings, conferences, and teleconferences.
• Organize and prioritize large volumes of information and calls.
• Sort and distribute mail, and draft responses or reply by phone or email as necessary.
• Field and answer routine and non-routine questions while cooperating with other assistants.
• Assist with coordination for employee functions and events.
• Maintain and update client, project, governmental agency, and confidential filing systems.
• Complete Proposal Initiation and Project Initiation forms and open project files.
• Conduct research and compile statistical reports.
• Maintain calendar systems and inform professional staff of due dates.
• Interact with printers and photographers as needed.
• Proof billing reviews and client invoices for accuracy.
• Review business leads from dailies, newspapers, and newsletters.
• Manage day-to-day operations and workflow.
• Organize office procedures, including filing, retrieval systems, and supplies inventory.
• Maintain inventory for office supplies, furniture, and field equipment.
• Process cost recoveries and run routine errands.
• Assist office staff and manager with administrative tasks.

Essential Skills

Additional Skills & Qualifications

Work Environment

The position is located in a downtown office, with most employees commuting via public transportation. The office is subleased to a law firm, resulting in shared facilities such as a well-equipped kitchen. The environment offers visibility and networking opportunities, allowing for future growth by taking on additional administrative tasks as trust is built with the team.

Job Type & Location

This is a Contract position based out of Portland, Oregon.

Pay and Benefits

The pay range for this position is $25.00 - $27.00 / hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following :

Workplace Type

This is a fully onsite position in Portland,OR.

Application Deadline

This position is anticipated to close on Oct 15, 2025.