Office Assistant - Part time (20 hours a week)

SMRT Architects & Engineers • Portland, ME

8h

About The Position

We are seeking a highly organized, service-oriented Human Resources & Office Operations Assistant to support daily HR activities while ensuring efficient and professional office operations. This role combines administrative HR support with facilities coordination, employee experience logistics, and vendor management. It is well suited for someone who enjoys variety, is detail-oriented, and thrives in a people-facing environment.

Responsibilities

• Schedule interviews and coordinate candidate communications
• Manage and maintain the firm’s Time Off calendar
• Support basic HR reporting and compliance administration
• Support onboarding logistics and setup
• Coordinate career fair planning, scheduling, and logistics
• Repost recruiting-related social media content
• Maintain internal HR communications and content on Calvin (intranet)
• Provide notary services as needed
• Order office supplies and manage inventory, including coffee, water, snacks, fruit, and leased coffee equipment
• Oversee incoming and outgoing mail, scanning, and FedEx scheduling, drop-off, and pick-up
• Maintain shared spaces (kitchen, lobby, mailroom) and address low-level facilities needs (filters, desk adjustments, panels, keyboard trays, etc.)
• Coordinate office furniture reconfigurations and workstation adjustments
• Ensure conference room readiness and visitor workstation upkeep, including room setup, supplies, and presentation readiness
• Serve as vendor liaison for office services (cleaning, pest control, shredding, couriers, coffee service providers)
• Support facilities communications and notifications to office staff
• Manage the general delivery phone mailbox and route messages appropriately
• Book employee travel using a corporate card, as needed
• Coordinate lunch orders for internal and external meetings
• Schedule and maintain the internal Lunch & Learns calendar (Interior, CEU, AIA sessions) and manage AIA certificates
• Track and schedule WELL tours
• Provide logistical support for firm-wide events, including recognition events, benefits enrollment meetings, social events, and Together Day

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed