Office Administrator

About the role

The successful candidate will provide administrative and operational support for our Portland and Seattle offices . Due to the nature of this role, this position will be performed primarily onsite in the office. Must be available to work in the office Monday - Thursday and provide occasional coverage for office events in the evenings and on the weekends as needed. HERE'S WHAT YOU'LL DO Greet and assist visitors, staff, and vendors with professionalism and warmth, creating a welcoming front-of-house experience. Serve as the first point of contact by sitting at the front desk or reception area when required, ensuring a professional and welcoming presence for all who enter the office. Answer incoming phone calls and direct inquiries to the appropriate team members or departments when required. Deliver service with a client-focused mindset, ensuring a positive experience for internal and external stakeholders. Demonstrate strong organizational skills to manage multiple responsibilities efficiently. Collaborate with team members and contribute to a supportive, firm-first office culture. Follow direction effectively and remain task-focused in a fast-paced environment. Manage calendars, schedule meetings, coordinate travel arrangements, take meeting notes, and prepare or review expense reports for staff. Coordinate and execute internal office events, including arranging external services such as catering and supplies. Maintain inventory and organization of office and hospitality supplies to ensure smooth daily operations. Support local onboarding efforts for new staff and assist with hospitality services to enhance the employee experience. Train and mentor new receptionist or office staff to ensure consistent front-of-house service. Manage incoming and outgoing mail and packages, including USPS, FedEx, UPS, and courier services. Complete assigned tasks with accuracy, timeliness, and attention to quality. Identify issues or inefficiencies and escalate them appropriately for resolution. Use common software programs such as Microsoft Office effectively to support administrative tasks and communications. Manage confidential information with discretion and professionalism. Ensure compliance with record retention policy standards. Other duties as assigned; office or business unit size may be considered when evaluating the business need for this role. HERE'S WHAT YOU'LL NEED Minimum of two years of related experience required. Minimum High School Diploma or GED required. Associates degree in relevant field preferred. Experience working in a professional services firm preferred. Excellent verbal and written communication skills. Strong attention to detail and focus on accuracy with work is a must. Ability to work in highly collaborative and deadline driven environment. Positive, can-do attitude and willingness to dive into projects and tasks. Proficiency in Microsoft Office Suite required. Ability to lift up to 30 pounds. For a general overview of our benefits, please visit our careers page at https://www.cannondesign.com/careers/benefits ABOUT OUR FIRM CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. We don't just dream up solutions - we create and bring them to life in ways to solve some of the biggest challenges facing our clients and the society. At the heart of everything we do is Living-Centered Design, a bold commitment to using our talents to not just improve the world but to truly reshape it for the better. It's more than a philosophy - it's who we are, and it drives us to make a meaningful, lasting difference every day. ABOUT WORKING HERE We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about. We are committed to ensuring our practice provides equal opportunities for all employees, as we strive to connect with communities around us and focus on the future of design. We support equity, diversity, and inclusion efforts that benefit all employees through the leadership of our DEI Council, our Employee Resource Groups which are open to everyone, and other community initiatives. We're about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we're ready for you. CannonDesign is an Equal Opportunity Employer. CannonDesign is committed to maintaining a work environment that is free from any and all forms of unlawful discrimination and harassment. It is therefore the firm's policy to prohibit discrimination and harassment against any applicant, CannonDesign employee, vendor, contractor, or client on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, pregnancy,

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