Administrative Coordinator III at Port of Portland – Portland, Oregon

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.