Administrative Coordinator

Breitenbush Hot Springs•Detroit, OR

11d•$19 - $0•Onsite

About The Position

The Administrative Coordinator is an important member of the Admin Team at Breitenbush Hot Springs Retreat & Conference Center (BHS). The role collaborates with all departments to support the smooth operation of the Co-op and reports to the Business Director, while working closely with the Director of People & Culture and the Board of Directors. The position provides Board and Member meeting administration, including maintaining records, agendas, foundational documents, decision indexes, election nominations, and the Secretary’s Report. It also provides research support for litigation and, as needed, technical support for BHS systems and software. The coordinator may lead projects that span multiple teams, support guest experience initiatives, assist Admin Team members with administrative work, and receive training in Office, Clearing Arts, and/or Kitchen duties to understand team operations and provide last-resort coverage. The role serves as Safety Committee Chair and coordinates workplace safety training, OSHA documentation, incident records, safety meetings, walkthroughs, and related follow-up. Full-time minimum hours are scheduled according to team needs and will not be fewer than 35 hours per week. The work is mostly stationary and involves working at a desk and computer for 8-hour shifts, 35–40 hours per week.

Requirements

3–5 years of experience in project-oriented and/or managerial positions.
Familiarity with contemporary office procedures, methods, and communication equipment.
Familiarity with Breitenbush software platforms and ability to assist with platform transitions and upgrades.
Familiarity with principles, methods, and means of training and performance evaluation.
Ability to multitask and prioritize effectively.
Excellent written and spoken communication skills.
Working knowledge of OSHA safety requirements.
Ability to work at a desk and computer for 8-hour shifts; the role is mostly stationary.
Ability to work 35–40 hours per week.

Responsibilities

Manage, distribute, file, and post required notes and recordings for Board and Member meetings according to the Bylaws and Handbook of Agreements timelines.
Ensure agendas for Board and Member meetings are distributed and posted according to established timelines.
Maintain foundational documents in their designated directory and keep them up to date as directed by the Board of Directors.
Prepare and timely distribute the Board of Directors Secretary’s Report as directed by the Board.
Create, post, and manage Board of Directors election nominations according to the Bylaws.
Maintain indexes of Board and Member meeting decisions and research decision history upon request.
Send reminders about agenda items and Board and Membership decisions when appropriate.
Provide research support for litigation.
Provide as-needed Information Services support, including troubleshooting and routine system checks after training.
Create, delete, and manage Google Workspace accounts.
Manage reservations software accounts and provide guest services teams with technical support for its use.
Maintain and update links on the Staff Dashboard Google Site and anticipate upcoming needs.
Coordinate updates to the Breitenbush Squarespace website with Guest Services and Marketing & Events, including updates about emergencies, road conditions, closed camps, and weather.
Lead cross-team projects, such as developing procedures and training manuals, ordering furniture and equipment, or launching guest experience initiatives.
Train in Office, Clearing Arts, and/or Kitchen duties to understand team functions and provide last-resort coverage.
Support the Admin Team with coordination, scheduling, recordkeeping, projects, and other administrative duties.
Serve as Safety Committee Chair by calling and managing meetings and maintaining required documentation and reporting.
Work with People & Culture to support a safe workplace under Oregon and federal regulations.
Conduct and track safety training for new and existing staff, and communicate training deadlines and requirements to People & Culture.
Attend Safety Committee meetings, maintain committee records, and schedule meetings.
Oversee OSHA-required employee training and maintain required documentation.
Participate in standard safety walkthroughs conducted by OSHA, SAIF, and BHS Safety Committee representatives.
Use ClickUp to assign safety-related issues to Maintenance and other departments and follow up until resolution.
Help facilitate annual fire evacuation training with the Business Director, BFD Fire Chief and Fire Captains, and trained BFD On-Land Emergency Responders.
Update safety training documents in Paycom and implement training through Paycom when applicable.
Maintain injury incident reports, coordinate training on proper documentation, and ensure complete documentation for major injury incidents.
Coordinate management of Breitenbush’s Material Safety Data Sheets (MSDS).
Meet weekly minimum hours requirements, collaborate with teammates and community members, proactively solve problems, and resolve conflict.
Complete special projects as needed.