Job Details

Title: Receptionist/Directory Assistant

Duration: 12 Months (Contract to hire)

Location: Portland, OR 97214

Working hours: 7-4pm

General computer proficiency: Microsoft Office or similar. Comfort learning new software and services.

Job Description

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

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

Minimum qualifications:

High school diploma or equivalent

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