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Office Administrator - Photography Studio

Straub Collaborative

Office Administrator - Photography Studio

Portland, OR
Full Time
Paid
  • Responsibilities

    POSITION TITLE: Office Administrator

    FLSA STATUS: Non-Exempt – Hourly

    REPORTS TO:  Facilities Manager/Studio Manager

    POSITION SUMMARY

    The Office Administrator is responsible for acting as the initial studio point of contact for clients and vendors at the primary studio they are located. They must be able to interact with others in a friendly and professional manner, receive and deliver messages accurately and portray a positive demeanor at all times. They also must be willing to prepare coffee, order client lunches and catering, keep the front office and kitchens neat and presentable with some daily cleaning duties.

    The Office Administrator will track and coordinate scheduling of maintenance and safety requirements with the studio managers in all of our studio locations. This position will ensure digital storage of facilities contracts and create awareness to studio manager of any contract renewals or date obligations within those facility contracts or rental agreements.

    KEY ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS other duties as assigned

    · Ensures calling or visiting clients, vendors or visitors are connected with the respective employee contact in a timely manner.

    · Coordinates on behalf and aligned with studio managers on executing maintenance schedules. The majority of the schedules would be planned repeatable events that could include but is not limited to the following types: HVAC /Studio cleaning, fire extinguisher inspection, first aid kits, fire drills, and security system validation. The studio manager will be the onsite presence and therefore has final agreement on the scheduled date.

    · Cleans, organizes and stocks client lounge areas, front office area, conference room, kitchens and bathrooms of their local studio. This includes tracking inventory, ordering studio supplies, shopping and completing expense reports. For inventory that benefits all studios and can be managed on line, this will be facilitated for all studios.

    POSITION DUTIES

    · Answers and operates a multi-line telephone system with a cheerful and professional sounding greeting. Transfers calls or taking detailed messages when needed.

    · Digitally stores, manages date tracking of terms and date planning of maintenance for facility contracts or rental agreements that can include such items as janitorial contracts, food and beverage service contracts, security service contracts and any property rental agreement obligations.

    · Recommends needed updates in the service requirements and renewal, follow up as needed with vendors for service adherence.

    · Participates and responds to facility needs from the safety committee recommendations.

    · Plans and executes employee cultural events initiated under the direction of Human Resources, Client Services or Executive team that include but are not limited to summer and winter appreciation parties, anniversary refreshments, team lunches/happy hours and giveaways.

    · Makes coffee, does dishes and tidies up kitchen areas in the morning, throughout the day and at the end of each day. Takes out trash, light clean/prepare kitchen at the end of the day for the subsequent day and manage janitorial cleaning.

    · Arranges for client catering and room preparations as requested for client visits.

    · Prepares and directs mail or arrange deliveries both outgoing and incoming to the appropriate party.

    · Completes adhoc facilities project scheduling and facilitation as needed.

    · Builds documentation for standard operating procedure documents, templates and studio announcements.

    SUPERVISORY RESPONSIBILITIES

    · No supervisory responsibilities exist with this position.

    QUALIFICATIONS

    • Ability to perform essential functions with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    KNOWLEDGE AND EXPERIENCE

    · Associates degree or equivalent education and experience in Office Administration, Office Management or Facilities Management.

    · A minimum of 1 year of experience in office management and or customer facing facilities management.

    · Knowledge of Mac operating systems, digital communication tools and Microsoft Office is desired. Knowledge of Adobe Creative Suites is desired. Knowledge of facilities maintenance terminology, schedules, and repair solutions is desired.

    · Experience operating a multi-line phone system, office inventory management, facilities maintenance scheduling, and

    · Understands basic service and facility contract language and terminology to identify dates and obligations that need met by the company.

    SKILLS AND ABILITIES

    · Ability to speak with vendors regarding orders and rentals, as well as accessing/using online ordering systems.

    · Must be excellent at cleaning and keeping spaces organized.

    · Ability to handle multiple projects simultaneously while ensuring seamless execution through stellar organizational and time management skills.

    · Strong attention to details with ability to focus on a repetitive task and consistently accurate entry of data.

    · Solves non-routine problems in collaboration with his or her manager; takes initiative to modify procedures and processes as appropriate and makes contributions that impact work team results.

    · Demonstrated planning skills and the ability to prioritize using information around due dates, clients, internal resource skill sets and when to escalate for assistance and awareness.

    · Ability to work both independently and within a changing team.

    · Ability to handle frequent interruptions and adapt to changes in workload and work schedules.

    · Is respectful and courteous when interacting with others, a calm and collaborative demeanor is expected when working through conflict.

    · Entry-level skill in Microsoft Office software programs, specifically, Word and Excel and PowerPoint. Within Excel, the candidate should be able at a minimum to execute a search, sort a list by applying multiple filter settings, populate a new column of data in an existing spreadsheet and manage file conversions among csv and text-based files to Excel.

    · Must have proficient basic math skills and ability to read, write, and speak English.

    PHYSICAL REQUIREMENTS

    The physical requirements described here are representative of those that must be met by this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

    · Ability to stand and work on a cement studio floor for up to a full workday.

    · Repetitive use of hands and fingers (i.e., keyboarding, data entry, sample tagging).

    · Must be able to see and hear to gather and input information; respond to face-to-face and telephone inquiries.

    · Must be able to occasionally lift, push, pull, and carry materials weighing a maximum of 15 lbs.

    · Ability to understand and follow our safety guidelines

    WORK ENVIRONMENT

    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    · Ability to walk throughout a warehouse floor following our internal safety guidelines