Administrative Assistant

City Wide Facility Solutions • Milwaukie, OR • 1h ago

Job Overview

The Administrative Assistant supports the day-to-day administrative and office operations of the Administration Department. This role helps keep information organized, systems accurate, and office processes running smoothly. The Administrative Assistant works closely with Operations, Sales, Marketing, and Leadership by assisting with contracts, CRM updates, Independent Contractor support, reception coverage, and general office needs. This position is well-suited for an entry-level professional or recent college graduate who is organized, detail-oriented, and eager to learn.

Duties

Answer and route phone calls in a professional and friendly manner

Greet office visitors and provide general reception coverage

Assist with general office organization and setup, including but not limited to, receiving deliveries, checking the mail, and other daily administrative tasks

Track tasks and follow up to ensure items are completed on time

Monitor office supply levels and assist with ordering and restocking

Provide basic IT support, such as helping with logins, password resets, and system updates and escalate issues when needed

Create, update, and maintain lobby slideshows and internal displays

Assist with social media support, internal communications, and yearbook creation and coordination

Support marketing materials such as business cards, slicks, and other promotional items

Assist with organizing and maintaining client contracts and Exhibit A documents in the CRM database, including, but not limited to, contract billing verification support, updating and maintaining accurate client records, contract changes, lost accounts and performance deposit applications

Assist with CRM audits, including reviewing past clients and Do Not Contact (DNC) records

Help maintain electronic files and ensure required documents are complete and signed

Receive, track, and organize Independent Contractor invoices

Update and maintain Independent Contractor contact information

Assist in documenting and updating simple Standard Operating Procedures

Requirements

Qualifications

Proven experience in an office environment with strong clerical skills

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace tools

Experience with QuickBooks or bookkeeping software is preferred

Excellent organizational skills with the ability to prioritize tasks effectively

Strong typing skills and attention to detail for proofreading and data entry tasks

Exceptional phone etiquette and customer service skills, including experience with multi-line phone systems

Bilingual abilities are advantageous for supporting diverse client needs

Knowledge of office management practices, calendar management, and filing systems

Previous experience as a receptionist (medical or dental), personal assistant, or administrative support role is desirable

Ability to handle confidential information discreetly and professionally

Strong computer literacy with familiarity in office management software and data entry tools

This position offers a rewarding opportunity for a dedicated professional looking to contribute to a well-organized team while developing their administrative expertise.

Benefits

Health Care Plan (Medical, Dental & Vision)

Retirement Plan (401k) with 4% match

Paid Volunteer and Quarterly Team Building Events

Two weeks paid vacation after 90 days

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