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Robert Half International Administrative Assistant in Portland, Oregon


OfficeTeam is seeking an experience Administrative Assistant for a Property Management division for a local government office. This position supports a project team and a portion of a separate department. You'll perform filing, scanning, track data in excel, set up tracking systems for lease agreements, and manage vendor agreements. The ideal candidate will be adept with Sharepoint and Microsoft Office Suite, and is highly organized. This opportunity is located in SW Portland. This position is hybrid, expected to be onsite 2 days a week at least. The department needs administrative support with correspondence, tracking information and many other types of clerical support related to managing properties throughout the City. This is a long term, temporary position.


Work Coordination

• Create internal checklists for Properties workflows/work actions (new lease checklists, facility vacate checklists, lease extension amendments checklist, etc.)

• Track departmental work actions against checklists (are we following our processes?)

• Track customer requests – be the “intake” for the department, log, coordinate and track the status of work; track high-priority items with detail

• Assist with processing new tenants –application forms, business registries, insurance, keys, documentation

• Submit Work Orders in Facilities Link

• Prepare and coordinate through execution Task Orders in procurement software

Document Support/Management

• Update lease summaries and other lease-related documents as requested/directed by staff

• Manage insurance certificates process – request updated insurance certificates from tenants; confirm certificates have all required information (from our cheat sheet), submit to legal for approval as to form, update due dates and lease summary

• Submit documents as requested to Legal for approval as to form

• Review/Prep invoices for approval - review charges (if anomalies bring to Team’s attention), prepare invoice for signing

• Document archiving

• Document E-filing (and eventually physical filing in PB)

• Maintaining records


Skills/Qualifications Desired

• Attention to detail/accuracy, particularly for written documents and spreadsheets

• Ability to multitask – coordinating and scheduling for us

• Anticipates/foresees departmental needs

• Proficient with Microsoft Office

• Analysis/problem solving

• Time management

• Self-starter/resource

• Discretion and judgment

• Editing and proofreading

• Communication

• Patience

• Flexibility

• Familiarity with real property work practices/industry desirable but not necessary

Apply online today!

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