Office Administrator

COLUMBIA GRAIN•Portland, OR

28d•Onsite

About The Position

Columbia Grain International, LLC is seeking a highly organized, service-oriented Office Administrator for its Portland headquarters. This role involves managing day-to-day office operations, providing administrative support for employee experience initiatives, travel coordination, internal programs, and non-confidential HR activities. The Office Administrator will serve as a key onsite resource, ensuring professional and timely support for employees, visitors, vendors, and internal teams. This position offers a strong development opportunity for individuals interested in growing in areas such as executive administration, office operations, HR administration, or employee experience.

Requirements

3+ years of experience in office administration, administrative support, project coordination, or a similar role.
Strong organizational and project coordination skills, with the ability to prioritize, track details, manage multiple responsibilities, support recurring processes, and follow through from planning to completion.
Strong calendaring and scheduling experience, including coordinating meetings, managing Outlook calendars, sending invitations, tracking responses, reserving rooms, and supporting meeting logistics.
Excellent interpersonal and communication skills with a professional, service-oriented, collaborative, and helpful approach to supporting the Executive Assistant, HR, leadership, employees, vendors, and cross-functional partners.
Demonstrated ability to handle sensitive company and employee information with discretion, confidentiality, professionalism, and sound judgment.
Strong proficiency with Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint, with comfort learning and using software systems, employee-facing platforms, travel tools, and office technology.
Ability to work independently while staying aligned with direction, priorities, and expectations from the Executive Assistant and other internal partners.
A hands-on mindset with willingness to take ownership of everyday office needs, including shared-space upkeep, conference room readiness, kitchen/cafeteria presentation, vendor coordination, supply readiness, and other practical tasks that help the office run smoothly.
Ability to occasionally lift and move office supplies, packages, or event materials weighing up to 50 pounds.
Ability to work onsite full time in CGI’s Portland office.

Nice To Haves

Experience supporting employee events, travel coordination, onboarding logistics, HR administration, employee communications, internal trainings, or employee experience programs.
Experience with project coordination/management, or tracking timelines and deliverables across multiple stakeholders a plus.
Experience using or administering employee recognition, swag, travel, expense, or similar administrative platforms.
Prior experience in a corporate or multi-department office environment.

Responsibilities

Serve as a primary onsite contact for employees, guests, vendors, and building partners, maintaining a professional, welcoming, and well-organized Portland office.
Support front desk and general office operations, including visitor greeting, mail and package handling, courier coordination, office communications, main company phone line support, message routing, and maintenance of the Portland office phone list.
Coordinate facilities and shared-space needs, including building requests, access badges, parking, workspace support, office supplies, vendor coordination, and office announcements.
Maintain daily readiness and professional appearance of shared office spaces, including reception, conference rooms, kitchen/cafeteria areas, copy areas, and supply areas.
Coordinate conference room, meeting, food/beverage, coffee, and snack support.
Review, track, and reconcile office-related invoices and expenses as assigned.
Support Portland office safety and emergency preparedness activities, including office warden coordination, new hire safety tours, drills, safety communications, CPR/first aid training scheduling, and maintaining basic office safety resources.
Provide general administrative support to the Executive Assistant and Portland office leadership as needed.
Lead or support planning and coordination for Portland office events and engagement activities, including birthday/monthly recognition moments, holiday celebrations, appreciation activities, seasonal events, office morale activities, and other employee experience initiatives.
Support company events and meetings, such as annual manager meetings, quarterly leadership meetings, and other employee or leadership gatherings, in partnership with the Executive Assistant and other internal stakeholders.
Coordinate event logistics, including catering, room setup, supplies, communications, sign-ups, reminders, breakroom TV/monitor announcements, and follow-up.
Support employee recognition, swag, and workwear programs, including Terryberry-related administration, ordering, tracking, distribution, employee questions, and related communications.
Support community giving, volunteer activities, and other culture-building initiatives.
Support current travel request processes and serve as a general point of contact for routine employee travel questions.
Support implementation and ongoing use of upcoming company travel and related expense tools and processes.
Assist with travel-related administrative coordination, including company credit card-related support, documentation, reminders, employee communications, and follow-up.
Provide administrative and logistical support for HR and employee experience activities, including onboarding coordination, new hire readiness, workspace setup, welcome materials, office tours, parking, badges, benefits communications and mailings, annual benefits enrollment support, intern program logistics, HR training/event support, and coordination with internal partners.
Support employee-facing communications, internal announcements, office materials, scheduling annual flu shot clinics, wellness initiatives, HR-led meetings, trainings, and Lunch-and-Learns.
Other duties as assigned.