Office Assistant

Make a lasting first impression while delivering seamless office support to power the success of the Structured team!

Structured Communications is seeking a detail-oriented, organized, and customer-focused Office Assistant to join our team in Clackamas, Oregon. This is an on-site position that plays a key role in supporting daily office operations and ensuring a positive experience for employees, customers, and visitors.

The Office Assistant provides administrative and clerical support across multiple departments, helping to maintain efficient business operations. Responsibilities include answering and routing incoming calls, processing and distributing mail, maintaining office supplies and inventory, and assisting with general office administration. This position may also support special projects and other administrative functions as assigned based on business needs.

(Must be able to work on-site in Clackamas, Oregon five days a week.)

Compensation: $23.00 – $28.00 per hour

About Structured

Structured Communication Systems is a leading information technology consultancy and systems integrator. We are experts at architecting and implementing secure and reliable solutions for delivering business applications, ensuring business continuity, enhancing data center performance and efficiency, enabling mobile workers, securing information assets and providing information security and governance.

Essential Duties and Responsibilities

An individual must be able to perform each essential duty satisfactorily in order to meet the qualifications required to perform this job successfully. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serves as the first point of contact, greeting visitors, vendors, and clients in a professional and courteous manner and assisting with their needs.
• Answers and directs incoming calls, provides accurate information, and ensures callers are connected to the appropriate person or department.
• Provides callers with relevant company information, including office directions, contact information, and website resources.
• Builds and maintains positive relationships with internal and external business contacts.
• Coordinates and schedules conference rooms for internal teams, vendors, and customers as needed.
• Assists with managing the conference room scheduling and coordination for internal teams, vendors, and customers to support daily operations.
• Assists with ordering food and refreshments for company meetings and events, training sessions, and other office functions; may be required to pick up food orders as needed.
• Monitors, stocks, and distributes office supplies to meet business needs.
• Ensures shared spaces, including the kitchen and conference rooms, are clean, organized, well-stocked, and presentable.
• Coordinates with Property Management to address office maintenance requests and help maintain a safe and professional work environment.
• Assists with coordinating employee recognition items, which may include the pickup of years-of-service trophies.
• Receives, sorts, and distributes incoming mail.
• Coordinates incoming and outgoing shipments and deliveries, including FedEx and UPS services.
• Assists with occasional package drop-offs and courier errands as needed.
• Maintains office files and records to support efficient office operations.
• Assists with routine administrative tasks, including copying, faxing, filing, and replenishing office equipment supplies.
• Provides general administrative support to various departments as needed.
• Acts as a liaison between internal stakeholders (including Account Executives, Engineers, Management, and Customer Service) and external contacts, as directed.
• Supports effective communication and coordination between departments and business partners.
• Accurately tracks and maintains activities in Salesforce CRM in accordance with established policies and procedures.
• Follows company policies, procedures, and administrative processes.
• Performs additional duties as assigned.

Competencies

• Promotes and maintains a high standard of customer service at all times.
• Strong interpersonal skills, including communicating, fostering, and maintaining relationships with internal teams, customers, prospective customers, and vendors.
• Strong organization and time management capabilities, exceptional attention to detail, and the ability to effectively work on multiple projects in a rapidly changing environment.
• Excellent troubleshooting, problem resolution and documentation skills.
• Ability to maintain and continually develop accurate product and application knowledge.
• Ability to work independently on assigned tasks as well as accept directions on given assignments.
• Excellent verbal and written communication skills.
• Ability to maintain strict confidentiality.

Education and Experience

High School Diploma or GED and a minimum of three years’ related experience and or training; or equivalent combination of education and experience in the customer service area.

General Office Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite, Word, Excel and Outlook. CRM platform experience a plus.

Language Skills

Ability to read, analyze, and interpret quotes and reports. Must be able to communicate effectively in English, including the ability to read, write, speak, and understand English, to perform essential job functions such as corresponding, presenting information, and responding to questions from employees, management, vendors, and customers, with or without reasonable accommodation.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally sedentary in nature, but may require frequent standing, walking, talking and hearing. Frequent use of phones, computers and other general office equipment is required. While performing the duties of this job, the employee will be required to lift and/or move up to fifty (50) pounds.

Working Conditions

The working conditions characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The office work environment lighting and temperature are generally moderate; work is regularly performed within an office environment, with standard office equipment available.

This position may occasionally require an adjusted work schedule or evening hours to meet vendor/customer needs.  

Must have a valid Driver’s License and motor vehicle insurance (at least equal to the state’s minimum coverage requirements) as occasional local travel may be required to perform essential job duties. 

Benefits

Our organization provides a full compensation package that facilitates development and growth. The benefits package includes medical, dental, vision, group life and AD&D insurance, and long and short-term disability coverage and 401(k). We also provide training on mutually agreed upon professional goals through a combination of self-study courses, formal training, and on-the-job training. Obtaining industry based certifications is highly encouraged.

***We are interested in all qualified candidates that are eligible to work in the United States. However, we are not able to sponsor visas.***

* Structured is an Equal Opportunity Employer with a strong commitment to supporting and retaining a diverse and talented workforce.