We are a global architecture, engineering, planning, and technology firm defining the cities of tomorrow.

By connecting design and technology, we change how people experience their built environment. We work across disciplines to create the intelligent systems, sustainable buildings, and efficient infrastructure that shapes the way people live, move, learn, and heal.

With over 3,000 employees and 60+ offices around the world, we understand what it takes to work locally and scale globally.

Our Portland OR office is seeking an experienced Office Administrator to join their team. The successful candidate will be responsible for day-to-day office management and administration and assisting Project Managers and Project Accountants with billing support and project controls.

Most of the things you'll work on:

• Provide general support to the office management team
• Be the point of contact for general office queries
• Be the initial point of contact for staff related issues and provide direction toward supportive resources as necessary
• Create/prepare reports, spreadsheets, memos and other documents as requested
• Participate in the proposal assembly process, overseeing completion of forms, gathering resumes and coordinating delivery
• Assist with meeting planning and other administrative tasks as assigned
• Manage reception, greeting clients and screening calls
• Organize staff and client events at various times throughout the year.
• Monitor, ordering & maintaining supplies of all office stationery and other consumables
• Facilities and premises management
• Demonstrate personal efficiency and flexibility
• Respond quickly and accurately to all requests from employees and senior management
• Take the initiative to always demonstrates integrity in all circumstances
• Maintain the strictest confidentiality regarding clients and employee matters
• Work with the Office Lead to ensure that resumes, projected revenue, and CRM information is kept up to date
• Work with the Office Lead to identify and mitigate financial issues on projects

You'll need to have

• Minimum of 3+ years experience in the administration of a Professional Services/Consulting office
• Associates or Bachelors degree preferred
• Excellent written communication skills and ability to proofread documents for spelling, grammar etc.
• Minimum of 3 years experience coordinating proposal responses 
• Proficient with Microsoft Office Suite, particularly Word and Excel is a must
• Basic knowledge with the following software would be desirable: project accounting/billing software,  Customer Relationship Management (CRM) software
• Ability to multitask and prioritize competing tasks
•  Enthusiastic, team-oriented individual with the ability to work within tight deadlines

IBI Group is pleased to provide a competitive benefit package and pays association dues and licensing fees.

As part of IBI Group's selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer (as applicable under state law). These could include: work references, education and credential confirmation, employment verification, identity check, credit report, criminal offence and driver’s license record

We thank all applicants for their interest. However, only those selected for an interview will be contacted. IBI Group is proud to be an Equal Opportunity Employer.

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