Administrative and HR Assistant/Front Desk Receptionist

Job Title : Administrative and HR Assistant / Front Desk Receptionist

Job Type : Full-Time, Exempt, Hourly

Salary Range : $25.00 to $30.00 per hour depending upon education, experience, skill set and location.

Reports to : Human Resources Manager

Closing Date : Open until filled

Location : Portland, Oregon

GSI Water Solutions, Inc. (GSI), is an employee-owned hydrogeologic and environmental consulting firm with corporate offices in Portland, Oregon.

As hydrogeologists, engineers, environmental scientists, and water experts, we focus on helping our clients protect our shared natural resources.

We help develop and manage groundwater resources and ensure the long-term sustainability and reliability of this invaluable resource.

We are seeking a skilled Administrative and HR Assistant / Front Desk Receptionist to provide support for our Portland office and the HR department.

This position is ideal for an organized professional who has outstanding administrative skills and wants to work at a small but growing company.

We are looking for a detail-oriented self-starter with the ability to take initiative and work independently as well as to accept direction / guidance and work collaboratively.

The candidate must be a team player who is adept at prioritizing multiple tasks and deadlines.

We are actively seeking out a diverse pool of applicants with integrity, professionalism, and strong communication skills who share our values and commitment to social equityenvironmental justice, green practices, and carbon footprint reduction.

You can read about our projects on our website :

This is a full-time position (40 hours per week) and is 100 percent onsite. Work hours are 8 : 00 AM to 5 : 00 PM, Monday through Friday, with one hour for lunch.

In this role you will :

• Provide a great first impression for clients, visitors, and vendors - greeting visitors, managing parking validation, and providing beverages.
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members.
• Maintain building access permissions and coordinate with building representatives and external contractors for maintenance / facilities needs.
• Manage all incoming and outgoing mail and deliveries; occasionally deliver outgoing mail to post office or UPS.
• Assist HR Manager with various tasks including maintaining employee personnel files, prepping workspaces for new employees, updating compliance postings, verifying I-9 documentation, conducting employment verification, downloading benefit invoices, performing payroll-associated tasks, onboarding / offboarding employees, conducting data entry, and posting job ads.
• Assist the Safety Committee and manage medical monitoring program.
• Help coordinate and manage events and meetings, including coordinating and scheduling travel and hotel reservations for staff and external guests.
• Assist project managers and marketing / editorial team with a variety of clerical duties such as photocopying, collating, binding, filing, mailing, training and conference registrations, and renewal of professional licenses.
• Order, receive, stock, and distribute office supplies.
• Order kitchen supplies, monitor the kitchen for cleanliness, and ensure appliances are clean and well-maintained.
• Coordinate maintenance and repairs for company vehicle(s) as well as maintain schedule and mileage log for Portland vehicle(s).
• Provide general upkeep and maintenance of company office spaces.

Work Environment and Physical Demands

This job is conducted in a professional office environment and requires the use of standard office equipment such as computers, phones, and copiers.

Reasonable accommodation will be made to enable individuals with disabilities to perform essential job functions.

Required Education and Experience

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. Typical ways to obtain the required knowledge and abilities include :

• 3+ years of relevant experience and / or training, or equivalent combination of education and experience.
• Bachelor's degree in relevant field of study preferred
• Valid driver’s license and clean driving record.
• Ability to manage multiple competing priorities.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.
• Strong written and verbal communication skills.
• Proficiency in Word, Excel, Power Point, and Microsoft Outlook.
• Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Attention to detail in composing, data entry, typing, and proofing materials.
• Ability to establish priorities and meet deadlines.
• Experience planning company events (potlucks, holiday parties, open houses, etc.) a plus.

Success Factors

• Customer service focus.
• Demonstrated poise, tact, and diplomacy as well as ability to maintain confidentiality.
• Strong self-direction and initiative, taking proactive steps to address tasks and challenges, with the ability to ask questions and recognize when additional guidance is needed.
• Demonstrates respect, kindness, and support for others.
• Strong organizational skills.

Benefits

• Employee-ownership through the company’s Employee Stock Ownership Plan (ESOP)
• Highly competitive medical, dental, and vision insurance plans for employees and their families with alternative care coverage included in medical plans.
• Employer-paid short-term disability, long-term disability, and life insurance.
• A minimum of 5 weeks of paid time off (pro-rated the first year to reflect start date.)
• 401(k) retirement savings plan with employer match
• Potential for annual bonus based on company performance
• Access to medical and dependent-care flexible spending accounts
• Cell phone stipend to assist with the cost of using a personal cell phone for business purposes
• Parking and / or public transportation costs covered by company

We participate in E-Verify and support immigrant and employee rights. Please see the following links for more details.