Office Administrator / Hr Coordinator

ECONorthwest has an immediate opening for a 0.8 to 1.0 FTE Office Administrator / Human Resources Coordinator in our Portland office with a minimum of two years office administration and human resources or recruiting experience.

Are you an organized, proactive administrator with a flair for fostering human connections? If you love supporting a fun, curious, and collaborative team, there is no better fit anywhere in Portland. Join us as an Office Administrator/HR Coordinator, where you’ll become the heartbeat of our HR and office operations. You’ll be the go-to person for how the office runs, utilizing your expertise to streamline operations where needed. In this role, you’ll manage calendars and travel schedules, execute event logistics for company events, and ensure our equipment and supplies are stocked and ready to run. Exceptional interpersonal skills will be key as you build and maintain relationships with our staff and clients. Your positive energy and sense of humor will be appreciated in this role, as will confidentiality as you handle proprietary information working with our Board and Operations Committee. Commitment to making a positive impact on an already awesome company culture is a necessity.

As a crucial part of our HR team, you’ll assist in recruiting, from candidate searches to pre-screening and onboarding coordination. Your coordination skills will grow as you interact with applicants, conduct reference checks, onboard new staff, and manage HR records. Your proactivity will be key as you anticipate challenges and support our Operations team.

ESSENTIAL FUNCTIONS:

OFFICE ADMINISTRATION

• General office administration including, but not limited to, serve as the first point of contact with clients, distribute mail, answer phones, and return or distribute voicemails from the main line. • Inventory, order, and stock office supplies and snacks. Coordinate with Seattle office liaison to determine needs of the Seattle office. • Operate and assist staff with office equipment, such as meeting equipment, printers/copiers, or phone systems, and arrange for any necessary repairs. • Work with our IT consultant to order computer equipment, oversee assignment and inventories, and evaluate new equipment and techniques. • Maintain calendars, schedule meetings, and make travel arrangements for select firm leadership. • Support the Heads of Operations and Finance in preparing and distributing agendas, meeting materials, and relative documents ahead of scheduled Board or other meetings, as requested. • Lead firmwide event planning to include scheduling, coordinating, and providing logistical support for client and staff meetings including but not limited to, staff lunches, conferences, special events, or all-staff meetings. • Ensure office common areas, especially the conference rooms, whiteboards, and kitchen, are professionally maintained. • Liaison with building management as needed regarding maintenance, communication, etc. for all office locations. • Track, reconcile, and process expense reports and reimbursements for select firm leadership. • Manage, maintain, and organize corporate documents, files, and records. • Anticipate challenges and proactively address issues that may arise in day-to-day operational activities.

HR COORDINATION

• Assist the HR Manager with recruiting, interviewing, and recommending applicants. • Perform searches for qualified job candidates, using sources such as computer databases, networking, internet recruiting resources, media advertisements, job fairs, recruiting firms, or employee referrals. • Review employment applications and job orders to match applicants with job requirements. • Pre-screen qualified job applicants to obtain information on work history, training, education, or job skills and refer them to managers. • Coordinate hiring committees, conduct reference checks on job applicants, and process hiring-related paperwork. • Inform job applicants of details such as duties and responsibilities, compensation, benefits, schedules, working conditions, or promotion opportunities. • Coordinate onboarding activities for new staff, including equipment distribution; scheduling orientation, training, and introductions; and arranging headshots. • Prepare or maintain employment records related to events, such as hiring, termination, leaves, transfers, or promotions, using human resources management system software. • Maintain and update human resources documents, such as organizational charts and employee directories. • Maintain HR records in Deltek and Paycor and compile reports. • Assist with employee benefit plan administration. • Schedule, coordinate, and assist in training for employee development, health, and safety programs.