Part-Time Office Administrator

GuideSpark Portland, OR
Part-Time Office Administrator ($15-$17)


GuideSpark is looking for a Part-Time Office Administrator, with the knack for customer service to help support our team. The right individual for this role will have a passion for service, ability to multi-task and prioritize competing deadlines. This is a part-time (20-25 hours/week), entry-level role. Excellent communication is essential as this role requires working cross-functionally with the entire organization and external clients. Must possess ability to work independently as management and team members will all work remotely. This individual will be resourceful, innovative, proactive and enthusiastic about promoting GuideSpark culture in a new facility.


* Greet and check in visitors. Help create a fun and welcoming environment.

* Triage phone, email, and in-person requests, route to appropriate team member, and escalate when necessary.

* Help maintain conference rooms between meetings (tables and whiteboards clean, trash cleared, supplies replenished, etc.), help with technology, and assist with scheduling.

* Provide light administrative support to Executive Staff and other management as needed.

* Coordinate with People & Culture team in HQ, assisting with light HR administrative functions as needed.

* Conduct orientation trainings for new hires and set up IT accounts

* Verify, enter and file i9 paperwork for new hires

* Assist with event planning and management including working with vendors, setup and tear down of team lunches, meetings, training sessions, etc.

* Manage mail/fax services, incoming and outgoing.

* Ensure office supplies and kitchens are stocked on a daily basis and order supplies appropriately.

* Maintain kitchen during breakfast/lunch hours, ensuring coffee and food supplies are well stocked.

* Assist with travel planning and coordination for employees and candidates through online booking tool.

* Troubleshoot technology-related issues and submit tickets to IT when needed.

* Setting up equipment for new employees (requires some IT training) including installing new software and creating user accounts.

* Maintain overall appearance of office by requesting repairs, replacing fixtures, and working with property maintenance team.

* Assist with occasional business-related errands.

* Other duties as assigned.


* BA/BS with 2+ years of work experience, or equivalent applicable experience.

* Must have strong customer service skills, be flexible, and reliable.

* Passion to work with people on a constant basis in a dynamic start-up environment.

* Willingness to do what is required to support all areas of the organization.

* Excellent written and oral communication skills.

* Ability to maintain confidential files and sensitive materials with complete discretion.

* Enthusiastic, hard-working, and proactive. Work well independently and in a team environment.

* Proficiency in Microsoft Office Suite and Adobe. Ability and willingness to learn additional programs.

* Must be able to lift/move up to 30 pounds.

GuideSpark is an E-Verify and Equal Opportunity Employer