NEW JOB OPENING
RECEPTIONIST - DIRECTORY ASSISTANT
IN Portland, OR, USA!

Education: High school diploma or equivalent



Minimum qualifications:

• 10+ years of experience in workplace operations, office administration, reception, hospitality, employee experience, or a similar onsite support role

• Experience coordinating meetings, events, or employee engagement activities

• Experience supporting purchasing, expense tracking, invoices, or similar administrative processes

• Strong verbal and written communication skills

• Proficiency in Microsoft Office applications

• Ability to work independently, manage multiple priorities, and respond professionally to changing onsite needs

• Experience Level: 10+ years



What is this position about

As the first point of contact for employees, visitors, and vendors, you help create a welcoming, safe, and well-run workplace experience. This onsite role supports front desk operations, employee engagement, meetings and events, workplace administration, and day-to-day site coordination. Success in this role requires strong customer service, organization, communication, and the ability to manage multiple priorities in a fast-paced office environment.



What will you do

Front Desk & Workplace Operations:

• Provide continuous coverage for the front desk and serve as the primary point of contact for employees, visitors, and vendors

• Coordinate visitor access, badge creation, and security protocols in partnership with onsite and remote security teams

• Route inquiries, issues, and deliveries to the appropriate teams or employees

• Support workplace requests, tickets, and general site operations

• Maintain visitor security procedures, including visitor log compliance and creation and distribution of security badges

• Partner closely with onsite security to support reception coverage and building security



Employee Experience & Engagement:

• Plan and coordinate site activities, events, and engagement programs

• Manage weekly site meals for 100+ attendees, including ordering, logistics, and budget tracking

• Create and distribute site communications (announcements, event promotions, updates)

• Foster a sense of community and participation across the office



Meetings & Event Support:

• Provide concierge-level support for meetings and events, including executive and high-visibility sessions

• Set up and reset rooms and furniture, coordinate layout changes, and ensure readiness of spaces

• Partner with Workplace and AV teams to support successful event execution



Administration & Reporting:

• Support purchasing activities, including P-Card transactions, invoice tracking, and expense reconciliation

• Track and report on site metrics (headcount, events, tickets, and usage)

• Maintain and update internal tools and platforms (SharePoint, internal pages, etc.)

• Use Microsoft Office and workplace systems to manage communication and coordination



Safety & Emergency Support:

• Act as a point of contact during onsite incidents or emergencies

• Partner with Workplace and Security teams to support safety protocols and response coordination



Who are you

• You are passionate about creating unique engagement activities and fostering a sense of community and belonging.

• Customer service oriented – cheerful, energetic, courteous, and professional.

• Flexible and able to manage multiple priorities and adapt quickly.

• Organized and able to communicate effectively.

• You are proactive and bring a growth mindset and continuous improvement approach

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**