We’re looking for an Office & Events Assistant to join our growing team in NW Portland. This is a full-time, in-office position.
Who we are:
We believe that deconstruction is an artform and we recognize the historic beauty and value of materials reclaimed in the process. True service and care are at the heart of everything we do, from our very first point of contact to project completion. In our warehouse and salvage shop, we give second life to lumber, objects and curiosities, ensuring materials of the past have a place in the future.
With almost 20 years in the business, Lovett Deconstruction is Portland’s premier deconstruction company with more experience than any other company in the industry. We run 5-7 residential deconstruction jobs daily in and around the Portland metro area and have built a reputation for delivering the highest level of customer service. Every day we work to wow customers with our knowledge, awareness, efficiency, communication, and safety standards.
We are looking for people who share in our mission of sustainability, believe in delighting our customers with top-notch service and ultimately, who appreciate an employee culture built on hard work, respect and open communication.
If you are interested in becoming a member of a growing, creative and dedicated team and believe in the power of reclaim and reuse, please read on!
Benefits:
Lovett Deconstruction provides a generous package of employee benefits including:
80% Employer-paid Medical, Vision & Dental Insurance offerings
401(k) retirement plan available to all employees, with an employer match.
2 weeks of accrued vacation to start
5 paid sick days
6 paid holidays
8 paid hours for volunteering
1 monthly massage
Monthly team lunches
Professional Development & Tuition reimbursement
Discounts in our Salvage Shop
Job Description:
Our Office & Events Assistant oversees all office-related systems to ensure that Lovett Deconstruction’s headquarters runs smoothly and efficiently. This role provides a high level administrative assistance for and works closely with the General Manager and Owner to ensure the smooth functioning of Lovett Deconstruction office and operations, including managing our event space rental and outreach to potential new clients.
This role understands the prioritization of duties and works with little supervision. Their clear, direct and consistent communication is an asset and establishes a calm and orderly atmosphere.
As a main point of contact for office visitors, customers, and employees, it is essential that our Office & Events Assistant exudes warmth and a generous sense of hospitality. They strive to learn all there is to know about business operations and our clients so they can consistently share the most up to date information while embodying our mission, vision, and values.
Essential Duties & Responsibilities:
Administrative Duties
Office Coordination:
Greet all incoming visitors and help or direct them as needed
Answer phone and manage general incoming and outgoing correspondence
Ensure our technology is functioning optimally
Create and maintain efficient office systems and oversee space management to allow our team to perform at its highest level
Track and manage office, retail and facilities’ inventory supplies and refreshment needs for staff and employee-focused events
Order food, drinks and other supplies as needed for all company meetings, new hire orientation, and monthly burrito lunches. This includes T-shirt orders, business cards, anniversary supplies, etc Submitting bills to QBO
In conjunction with the Facilities team, ensure all meeting spaces are organized, clean and set-up properly for all internal events
Maintain and distribute notes for all meetings attended (Office meetings, All Crew meetings, Planning meetings, etc)
Maintain orderly Google Drive and server folders for important documents
Manage office maintenance, repairs, cleaning crews, office tech and furniture organization
Maintain an orderly front to the building and street
Perform other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and conducting research
HR Assistance:
Post job openings on various job boards and company website
Assist in applicant tracking process, including reviewing resumes, coordinating interviews and communicating with candidates
Prepare interview materials for interviewers and maintain documentation post-interview
Manage and maintain applicant tracking system (ATS).
Coordinate the onboarding process for new hires, including preparing offer letters, welcome emails, job descriptions and new employee documentation
Schedule new hire orientations and ensure all participants are available and prepped
Assist with the setup of new employee accounts, email, and system access
Prepare Orientation Folders for all new employees and send out post-orientation communication to ensure a smooth transition into the company
Track and schedule performance reviews
Monitor deadlines for employee reviews and follow up with managers as needed
Assist HR with employee anniversary / appreciation gifts and delivery logistics.
Provide general support for HR-related projects, such as employee surveys, training programs, and benefits administration
Overseeing timekeeping for the field crew, including weekly job code maintenance
Assist with the timely completion of payroll details, PTO bank audits, and payroll reporting requirements
Plan, organize, manage and host Employee Summer and Winter gatherings
Assist with employee anniversary / appreciation gifts and delivery logistics
General:
Create and/or maintain thorough documentation/SOPs for all duties
Management of Event Space Rental
Coordinate events from first inquiry to final invoice
Market the rental space across a wide array of platforms
Field inquiries and give tours/consultations with prospective clients
Respond to all rental inquiries within 24 hours with a genuine focus on customer service
Maintain a calendar of events on the Lovett Events & Meetings Calendar
Book, track and manage all aspects of hosting Event Space rentals
Provide day-of staffing and events coordination
Coordinate with Retail and Facilities to prepare for events and oversee final clean-up
Invoice clients and follow up after event via email
Client and Community Outreach
Community Events Hosted by Lovett
Plan, organize, manage, and host Lovett community events. This includes coordinating with Marketing for all marketing materials associated with events.
Lunch at Lovett
Lunch & Learns - clients, architects, City of Portland, etc
Networking events
Contractor focused meetups
Community Events
Marketing & Branding Support
Design and create Client Winter Gift Crates. Organize delivery through Project Management teams
Client Outreach
Conduct market research to identify potential clients
Build and maintain a database of prospective clients
Collaborate with the leadership team to develop and execute a strategy to connect with identified opportunities for business development
Monitor industry trends, competitor activities and emerging market needs to inform business development strategies
Cultivate relationships with architects, general contractors and governmental agencies to generate leads and secure new projects
Conduct in-person visits to current and prospective clients to explain who we are and what we do
Skills, Competencies & Qualifications
High school diploma or equivalent required.
1-3 years of administrative and event support experience, ideally in a fast-paced environment.
Experience with Project Management, HRIS and Applicant Tracking System, is a plus.
Ability to manage confidential information with discretion
Strong organizational skills with attention to detail
Familiarity with HR practices and compliance is preferred
Ability to create documents that are accurate and detailed
Proficient in G Suite Applications and Microsoft 365 Suite with extensive experience working with Google Sheets and/or Excel
Ability to manage time effectively in order to balance competing priorities to effectively address tasks in a timely manner.
Ability to communicate clearly using both verbal and written communication to interact with colleagues, clients and customers
Skill and comfort in searching for creative solutions to evolving challenges
Ownership of projects and requests through inception to completion
Physical Demands (Physical, Mental, and Environmental)
The following capabilities are required in order to perform the essential functions of this position. Reasonable accommodations that do not create an undue burden on the company are available to address the following requirements.
Ability to perform repetitive movements
Sitting, standing, walking, walking up stairs, talking, seeing and hearing is required. Reasonable accommodation can be provided to persons with disabilities to permit them to perform required tasks
Ability to occasionally lift up to 30 lbs
Ability to work well with others in a collaborative environment
Capable of communication via text message, group text message and email
Ability to work effectively in an open office environment with low to moderate noise levels
Highly responsive to communication and feedback and offers feedback constructively and respectfully
Maintains a positive attitude & works well with team
Capable of working with a range of personalities, and respectful of diverse backgrounds and levels of experience.
Reliable transportation and the ability to drive around the Portland area.
Reports to:
This position reports directly to the General Manager and interacts with owners, all departments, staff, as well as external clients and vendors. No direct reports.
Hours:
This is a full-time, in-office position, Monday - Friday, 8:00am - 4:30pm, and some weekends as needed for events.
Compensation:
Hourly full-time. We evaluate our compensation offerings according to market medians and internal pay equity. The hourly pay range starts at $25 per hour, increasing depending on experience.
How To Apply:
If you believe that you would be the perfect fit for our team and you have the skills and experience to back it up, please send a resume to hr@lovettdeconstruction.com. We’d love to learn about your interest in applying for this role so a cover letter is most appreciated!
Please: No recruiters or phone calls, please.
