Job Opportunities

Office Administrator

Location: Portland, OR
Job Code: NW-030218-MC-01
# of openings: 1


Environmental Science Associates (ESA) is an environmental science, planning, and design consulting firm committed to the principles of sound science, technical excellence, integrity, and the promotion of outstanding decision making and sustainability. As a 100-percent employee-owned company with offices located in California, Washington, Oregon and Florida, continuing to meet the needs of our clients as well as the strategic aspirations of our employee-owners requires that we look to add the very best professional talent throughout our practices and offices. Specializing in project planning, environmental analysis and assessment, natural and cultural resources management, environmental restoration and design, and regulatory compliance, ESA’s scientists, historians, planners, designers, and technical specialists provide critical thinking and in-depth analysis to guide successful policy development, project planning, and the creation of enduring multi-objective solutions. Joining ESA means becoming part of a family of environmental professionals for whom every day involves growing your career, learning, creativity, fun, and the satisfaction knowing that you’ve contributed to outstanding iconic projects, improved environmental stewardship, and a more sustainable future for our communities and wild places.

About the Position:

ESA is seeking an Office Coordinator to provide office leadership and administrative and operational support to our Portland and Bend offices. The Office Administrator works under the direction of the Regional Office Manager to perform a wide range of strategic functions to help managers and staff deliver environmental consulting projects and services.  The Office Administrator works in partnership with the Business Group Directors, project managers, technical staff and the accounting team to ensure seamless office management and project administration. The selected candidate will join a collaborative team of environmental professionals working in a fast-paced, dynamic setting.  The position requires occasional travel (day and/or overnight trips) to other ESA offices including Bend, OR and Seattle, WA.

Job Responsibilities Include:

Office Administration

  • Assists with integration and onboarding of new staff (checks in on on-boarding process; resource for questions and guidance).

  • Coordinates use of corporate credit cards for expedited purchases for office and project needs.

  • Coordinates with office Safety Leader on office safety procedures and plans; ensure periodic safety briefings are conducted.

  • Coordinates with Regional Office Manager on purchasing of office furnishings and major equipment.

  • Determines administrative staff needs for the Portland and Bend offices in coordination with Regional Director and Regional Office Manager.

  • Ensures employee notices are posted as required.

  • Liaises with Corporate IT for issues involving computers, printers, phones, etc.

  • Maintains local project files as needed, per contract and legal requirements.

  • Manages / maintains local office vehicle fleet, schedules routine maintenance and repairs; assigns cars as requested to employees and schedules major repairs with Regional Office Manager.

  • Performs general office functions such as answering phones, coordinating mail and shipping, reception, and assisting employees with project- and work-related travel arrangements (shared responsibility with regional admin team).

  • Provides executive-level support to the Regional Director and Business Group Directors in the Portland and Bend offices.

  • Provides logistical support (IT set up, order food, etc.) for meetings and internal professional development activities (trainings, brown bags, etc.).

  • Reviews and approves invoices for office supplies, vendors, etc. (in PAT).

  • Serves as point of contact for local business certifications and licenses.

  • Works with Regional Office Manager to establish yearly operating and capital budget plans for office.

  • Works with Regional Office Manager to provide training to employees on office systems and procedures as needed.


    Project Administration

  • Partners with Project Managers and Project Accountants on contract management including initial execution, insurance coverage, subcontractor coordination, contract routing, and similar duties as needed.

  • Assists Business Group Directors and Project Managers with project administration and tracking including project scheduling, budget preparation and tracking and similar duties as assigned.

  • Provides document production services including word processing, printing, binding, etc. as needed.

  • Support Project Accountants with invoicing, collections and similar tasks.

    Facilities Management

  • Responsible for maintaining an organized office environment, including supply/storage area. Ensures that common areas are clean and organized at all times. Coordinates with building management on the functions and amenities of the buildings.

  • Ensures offices are properly equipped and that the office functions properly. Manages inventory of office supplies and controls purchasing of supplies, materials, and equipment. Serves as office purchasing agent. Maintains control of purchase orders for the office and coordinates with vendors as needed.

  • Maintains small office equipment, along with rate schedule and logs for assigning charges or equipment to project accounts. Conducts periodic inventories and maintenance inspections.

    Required Education/Experience:

  • Bachelor’s or an Associate Degree office administration, business or related degree preferred with at least five years of office administration work experience with progressive responsibility, preferably in A&E consulting or other service industry.

  • Highly-motivated and self-directed; proactive in identifying and addressing needs and finding solutions to optimize office operations.

  • Strong leadership skills; ability to able to make decisions and resolve issues in a timely manner.

  • Proven skills in the areas of management and organization.

  • Word processing (formatting) and document production experience.

  • Proficient in Microsoft Office applications including Word, Excel and similar programs. Comfortable and adept at using new technologies including but not limited to video conferencing systems.

  • Good understanding of accounting concepts and solid understanding of project invoicing cycle from initial billing to receipt of payment; experience with Deltek Vision accounting system desirable.

  • Strong people skills with positive attitude and customer service orientation. 

  • Ability to work well independently as well a part of a team with all staff levels.

  • Excellent communication skills (verbal and written).

  • Ability to effectively manage multiple priorities and to set and meet deadlines in a fast paced office environment.

  • Detail-oriented; excellent analytical skills. 


ESA is owned entirely by our employees, creating a unique ownership culture rooted in a commitment to do work that matters, technical excellence, outstanding client service, professional development, and life-long learning.  ESA’s comprehensive compensation and benefits program reflects our commitment to our employees. Our benefits include: 401(k) Salary Deferral Plan with company match program, Employee Stock Ownership Plan, medical and dental insurance vision care, paid vacation, sick leave, 9 paid holidays, group term life insurance, short-term and long-term disability insurance, commuter/transit incentives, healthcare and daycare Flexible Spending Accounts (FSA), tuition reimbursement assistance, performance bonus plan, and employee referral bonus program.

ESA is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.  (EOE M/V/F/D)

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