Office Manager (Part-Time)

Part Time
|
Portland

We are seeking a part-time administrative professional to be our Portland Office Manager. While MIG’s offices are currently closed to in-person use due to COVID, some staff are working from the office and this position will need to be in-person to conduct administrative support and office management tasks. Up to 20 hours/week is anticipated and the schedule is flexible; the time of day worked is dependent on the candidate’s availability (e.g., Monday-Friday 9:00am-1:00pm or Monday-Thursday 10:00am-3:00pm). Proof of up-to-date COVID-19 vaccination is required for all MIG staff.

Responsibilities

Collaborative Teammate: You will work as part of a cross-office, cross-discipline team of both administrative staff and professional services staff that provide consultation to private non-profit, public agencies and private sector clients throughout the nation on projects that enhance community livability, support revitalization, and connect people with nature and culture.

Office Management Duties: As the Office Manager, you will be a primary resource to Portland Office staff in addition to coordinating with other administrative staff, office leadership and our headquarters (“Business Office”). You will be responsible for the front desk, and miscellaneous office support and organization, including but not limited to: 

  • General administrative functions: Assist the Director of Operations in managing daily administrative office functions (e.g., receiving guests/mail/phones/supplies orders/printing) and coordinate vendors for on-site janitorial and other building maintenance.
  • Key contact: Serve as contact for office staff for general administrative/ office/accounting/HR questions. 
  • Timesheet review: Review, make edits to and approve staff timesheet entries. 
  • Calendaring/events: Coordinate/manage office calendar, time off requests, and events. 
  • Data entry: complete various data entry tasks, including entries and updates to Deltek Resource Planning in coordination with Project Managers.
  • Complete expense reporting: collect and verify expense receipts from staff, enter expenses into Deltek, submit expense report and backup to the Business Office for payment. 
  • Back-up project admin duties: you may be asked to provide back up project administration duties during others’ vacations. 

 

Qualifications

To accomplish these responsibilities, you will be able to manage competing priorities, think critically and creatively, work as part of a collaborative team in an open environment, and maintain a sense of humor and camaraderie. In addition, you will have some combination of the following qualifications: 

  • You have at least high school diploma. 
  • You are willing and able to work in person at least three days/week in Downtown Portland. 
  • Relevant experience in general office administration. 
  • Excellent skills in written and verbal communication for internal team coordination.
  • You can prioritize multiple tasks with competing deadlines.  
  • You have a professional and approachable demeanor, positive attitude, and a sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and in a timely manner.
  • You are a proactive, organized, efficient, and adaptable teammate who can work under deadlines and is willing to pitch in to help others. 
  • You have software proficiency in Word and Excel (required). Experience using any accounting software, Deltek Vision/Vantage Point, or Google Suite is a plus.