Administrative Coordinator II presso Port of Portland

About the Department

The Port of Portland is hiring an Administrative Coordinator II

We’re looking for a highly organized and proactive Administrative Coordinator II to provide administrative support to the Engineering Director, senior managers, and other engineering staff, including managers and project managers. Prepare correspondence, schedule meetings, provide meeting support, and maintain electronic and paper documents. Provide backup to other administrative staff within the department, including construction coordinators. Maintain/update standard operating procedures.

From the hiring manager: 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 marine facilities, this is the opportunity for you.

Schedule: 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! 

Position Duties

• Technical staff support file management on projects. Ensure compliance with records requirements. Prepare reports, documents, and presentations, ensuring alignment with the brand. Proofread documents as needed. Contingency cost tracking for projects.
• Schedule meetings in response to requests. Collaborate with others to resolve scheduling conflicts. Prepare meeting materials as requested and take meeting notes. Purchase food as requested.
• Help in planning department events, including choosing a venue, preparing and processing purchase orders, arranging food and materials, and ensuring compliance with contract and procurement rules. 
• Back up construction Administrative Coordinators and other Development Services Division administrative staff as needed.
• Assist staff with supply purchases, travel arrangements, reservations, and professional license renewals.

Minimum Qualifications

• A high school diploma or GED is required. 
  1. An associate’s degree in business or construction technology is preferred.
• Two (2) + years of experience providing administrative support.

Demonstrated Skills & Abilities

• Intermediate skills in Microsoft products, including Word, Excel, Outlook, Adobe Acrobat Professional SharePoint
• Intermediate skills in communicating in writing and verbally.
• Intermediate skills in customer service.
• Intermediate skills in prioritization, planning, and organization.
• Intermediate Skills in managing competing priorities and shifting tasks quickly.
• Basic skills in Visio and Project.

Other Qualifications

Selection Process: (tentative schedule):

1. A minimum qualification evaluation of the education, training, and experience of submitted application packets will take place by Human Resources through the week of October 1st, 2025.
2. A Subject Matter Expert (SME) Panel will evaluate 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 beginning of October. Panel Interviews will be held afterwards.