Administrative Coordinator III

The Port of Portland is hiring a new Administrative Coordinator III

We're looking for a highly organized and proactive Administrative Coordinator III to join our Engineering team! If you thrive in a fast-paced environment and want to be part of a department that handles cutting-edge upgrades to our airport and port facilities, this is the opportunity for you.

About Us: At the Port of Portland, we are committed to innovation and excellence in all areas of our work. Our Engineering Department plays a vital role in the development and maintenance of our state-of-the-art airport and port facilities, ensuring that we remain leaders in technology, infrastructure, and service. By joining our team, you will be contributing to exciting and impactful projects that serve thousands of people every day, all while helping us uphold the highest standards of safety, efficiency, and sustainability. The work we do in the Engineering Department drives the innovations that shape the future of our operations.

Your Role: As the Administrative Coordinator to our Engineering Department, you will provide administrative support to the Engineering Director, Senior Managers and Project Management teams, as well as the Development Services Division. Duties include records management; database administration and management; customer service; travel arrangements; document creation, management and proofreading/review; goods and services requisitions and purchase tracking. Prepare correspondence, schedule meetings, and provide meeting support, maintain electronic and paper documentation for Engineering initiatives and projects. Facilitate Engineering Department workflow for the Development Services Division by coordinating with other administrative staff including the DSD Executive Assistant to schedule staff items for Business Line, Directors, Executive Team, Task Force, and Commission meetings. Provide backup to other administrative staff within the department and the Division, including construction coordinators. Maintain/update standard operating procedures.

We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

• Provide technical staff support for file management on projects. Create and manage shared folders in electronic libraries including SharePoint. Ensure compliance with records requirements. Prepare reports, documents, and presentations, ensuring alignment to brand. Proofread documents as needed. Contingency cost tracking for projects.
• Schedule meetings in response to requests. Collaborate with others to resolve scheduling conflicts. Prepare materials as requested, take meeting notes. Purchase food as requested.
• Plan department events, including choosing a venue, preparing, and processing purchase orders, arranging food and materials, and ensuring compliance with contract and procurement rules.
• Coordinate with Contracts and Procurement to ensure contracts are tracked and monitored. Oversee and track purchase orders, change orders, invoices.
• Assist staff with supply purchases, travel arrangements, reservations, and professional license renewals.

• A high school diploma or GED is required.
  1. An associate's degree in business or construction technology is preferred.
• Five (5) + years of experience providing administrative support.

Demonstrated Skills & Abilities

• Advanced proficiency in Microsoft products, including Word, Excel, Outlook, Adobe Acrobat, and SharePoint.
• Intermediate experience with Visio and Project.
• Advanced written and verbal communication skills.
• Excellent customer service skills.
• Intermediate skills in creating and tracking requisitions, contracts and purchase orders.
• Advanced skills in prioritization, planning, and organizational skills.
• Advanced ability to manage competing priorities and shift tasks quickly.

Selection Process: (tentative schedule):

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of April 28st, 2025.
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.
3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation at the end of April. Panel Interviews will be held in May.

About us:

At the Port of Portland, we use everything we have - our three airports, three working marine terminals, five business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to pull down barriers, unlock new opportunities, ensure more people share in our region's success and include those who have been excluded in the past. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com

Safety: The Port promotes safety as a guiding principle and practice in accomplishing work by complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion: At the Port, we don't just accept difference; we value and support it to create a culture of inclusiveness and fun. We are proud to be an Equal Opportunity Employer.

EEO/Affirmative Action Policy Statement: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination and affirmative action.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veterans preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.