New

Office Administrator

Cannon Design
United States, Oregon, Portland
621 Southwest Columbia Street (Show on map)
Jul 17, 2025
If you think your skills, experience and aspirations make you a good match for this position, we encourage you to apply. ABOUT THE ROLE The successful candidate will provide administrative and operational support for our Portland and Seattle offices . Due to the nature of this role, this position will be performed primarily onsite in the office. Must be available to work in the office Monday - Thursday and provide occasional coverage for office events in the evenings and on the weekends as needed. HERE'S WHAT YOU'LL DO Greet and assist visitors, staff, and vendors with professionalism and warmth, creating a welcoming front-of-house experience. Serve as the first point of contact by sitting at the front desk or reception area when required, ensuring a professional and welcoming presence for all who enter the office. Answer incoming phone calls and direct inquiries to the appropriate team members or departments when required. Deliver service with a client-focused mindset, ensuring a positive experience for internal and external stakeholders. Demonstrate strong organizational skills to manage multiple responsibilities efficiently. Collaborate with team members and contribute to a supportive, firm-first office culture. Follow direction effectively and remain task-focused in a fast-paced environment. Manage calendars, schedule meetings, coordinate travel arrangements, take meeting notes, and prepare or review expense reports for staff. Coordinate and execute internal office events, including arranging external services such as catering and supplies. Maintain inventory and organization of office and hospitality supplies to ensure smooth daily operations. Support local onboarding efforts for new staff and assist with hospitality services to enhance the employee experience. Train and mentor new receptionist or office staff to ensure consistent front-of-house service. Manage incoming and outgoing mail and packages, including USPS, FedEx, UPS, and courier services. Complete assigned tasks with accuracy, timeliness, and attention to quality. Identify issues or inefficiencies and escalate them appropriately for resolution. Use common software programs such as Microsoft Office effectively to support administrative tasks and communications. Manage confidential information with discretion and professionalism. Ensure compliance with record retention policy standards. Other duties as assigned; office or business unit size may be considered when evaluating the business need for this role. HERE'S WHAT YOU'LL NEED Minimum of two years of related experience required. Minimum High School Diploma or GED required. Associates degree in relevant field preferred. Experience working in a professional services firm preferred. Excellent verbal and written communication skills. Strong attention to detail and focus on accuracy with work is a must. Ability to work in highly collaborative and deadline driven environment. Positive, can-do attitude and willingness to dive into projects and tasks. Proficiency in Microsoft Office Suite required. Ability to lift up to 30 pounds. For a general overview of our benefits, please visit our careers page at https://www.cannondesign.com/careers/benefits ABOUT OUR FIRM CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. We don't just dream up solutions - we create and bring them to life in ways to solve some of the biggest challenges facing our clients and the society. At the heart of everything we do is Living-Centered Design, a bold commitment to using our talents to not just improve the world but to truly reshape it for the better. It's more than a philosophy - it's who we are, and it drives us to make a meaningful, lasting difference every day. ABOUT WORKING HERE We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about. We are committed to ensuring our practice is equitable for all employees, representative of the communities around us - and focused on the future of design. We advocate for equity, diversity, and inclusion efforts through the leadership of our DEI Council, Employee Resource Groups and other community advocacy initiatives. We're about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we're ready for you. Please note that candidates can only apply to our positions on our company Careers site. It's not uncommon for scammers to create positions that look legitimate on other sites; never enter your information or apply for CannonDesign positions on any platform. Should an issue arise that you feel we should be aware of, please contact us. Please provide your resume and portfolio when applying. As a condition of employment, all employees are expected to complete mandatory training, including compliance training, within required timeframes and adhere to our internal policies and our Code of Conduct. CannonDesign is an Equal Opportunity Employer. CannonDesign is committed to maintaining a work environment that is free from any and all forms of unlawful discrimination and harassment. It is therefore the firm's policy to prohibit discrimination and harassment against any applicant, CannonDesign employee, vendor, contractor, or client on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, pregnancy, veteran status, genetic information, citizenship status, or any other basis prohibited by law. It is also CannonDesign's policy to prohibit any and all forms of retaliation against any individual who has complained of harassing or discriminatory conduct, or participated in a firm or agency investigation into such complaints.