Administration & Office Manager – US

Description

Location: Portland, Oregon or US Remote

Valid unrestricted work authorization in the country in which you will be based (United States) is required at the time of application for this position.

Position Status: Full-time, Regular

Salary: The salary range for this role is $64,000 – $70,000 USD commensurate on experience.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Team
The Administration & Facilities (A+F) team is responsible for administrative and facility management functions for the Mercy Corps Global Headquarters in Portland, and an agency-occupied office in Washington, D.C. and other US and international sites. A+F provides direct service-oriented support to several hundred US-based team members, through provision of administrative services, such as front office and operations desk management, mail and shipping, supplies and procurement; and supports (as needed) domestic and country offices by providing facilities services and consulting such as site selection, property management, site planning, space programming, safety and security, and asset management.
The Position
The A+F Manager is responsible for overall administration, facilities services, and office management for the Portland office. This position is critical to ensuring necessary operational support and a professional impression to the Mercy Corps team and frequent visitors. The position manages one direct report in the DC office and (potentially) one in the Portland office. Supervision and support of the team member in the DC office is crucial to ensuring A+F’s services are provided in a clear and consistent manner despite the distance between the two offices. Finally, the A+F Manager supports the development of team policies, procedures and systems and collaborates with the A+F Director to implement those efforts.
Essential Responsibilities

ADMINISTRATION

• Manage, mentor, and motivate reporting team members through processes that encourage a team culture of learning and innovation. Manage performance plans and evaluations that incorporate staff development opportunities.
• Manage the A+F desk and operations center: assign and dispatch service requests; provide first-line general agency information; provide a professional welcome to team members, guests and visitors; ensure phones are answered promptly, properly and efficiently; manage messages; direct calls and visitors; manage email correspondence and inquiries.
• Direct incoming and outgoing mail, packages and shipments. Includes managing couriers, UPS, USPS, FedEx and DHL shipments. Includes management of scheduled and ongoing field shipments to and from international offices, with attendant customs paperwork and shipping manifest documentation.
• Manage operating inventories. Order and stock office, copy and kitchen supplies. Provide consulting to guide team members to low-cost, environmentally sustainable supplies.
• Participate in preparing the A+F budget. Oversee and manage expenditures of the Portland and DC offices by reconciling expense and credit card statements in a timely and efficient manner, in coordination with the Finance department. Manage, review, approve and submit invoices for accounting processing in a timely manner. Ensure all invoices are allocated to proper departments.
• Manage offsite documents storage by processing pickups and removal of documents. Develop and implement plans for storage and archiving of historical documents and materials.
• Provide new-hire and onboarding orientation for new team members who are assigned to the Portland office.
• Provide A+F documentation updates, including A+F team coverage calendar and internal rosters. Strategically participate in the development of policies and procedures that affect A+F and its clients. Ensure information is updated in the various A+F team guides.
• Provide administrative and concierge services to onsite Mercy Corps team and visitors as needed.

FACILITIES

• Collaborate with the A+F Director to develop and maintain procedures to ensure the safety of the facilities from fire, theft and other emergencies by initiating regular protocols on safety measures in the office. Work with the A+F Director to develop and maintain comprehensive, site-specific safety, security, and emergency-preparedness plans. Implement plan and procedures, including periodic evacuation and preparedness drills. Ensure that all team members are trained in office safety and security.
• Plan and manage space usage at the Portland office, including forward-thinking space strategies, occupancy planning, space database updates and reporting.
• Collaborate with the Facilities Administrator to manage appearance standards throughout the site, including public spaces such as lobbies, conference rooms, common areas, coffee bars, and copy and storage areas.
• Serve as vendor point-of-contact for office-related service providers, including vendor selection, oversight, performance management, quality assurance and service agreements for services such as supplies, coffee and shipping.
• Assist, as needed, with site access and key management.
• Maintain and manage office opening and closing protocols.
• Collaborate with the A+F team to minimize the department’s impact on the environment, consistent with Mercy Corps’ vision around the reduction of the organization’s carbon footprint.
• Other duties and projects as assigned or requested.

Supervisory Responsibility
Up to two regular team members: Portland Administration + Facilities Coordinator, DC Administration and Facilities Coordinator
Accountability

Reports Directly To: Director, Administration + Facilities

Works Directly With: Mercy Corps U.S.-based team members, A+F Team in Portland and Washington, DC, other Mercy Corps team members in the U.S., Europe and field teams.
Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualifications & Transferable Skills

• B.A. or B.S. in a relevant field.
• Minimum four years of professional experience in a fast-paced executive environment, with emphasis on administrative services, office management, and facilities management and operations.
• Excellent interpersonal, verbal and written communication skills; sensitivity, skill and experience with public relations and correspondence to a wide variety of public constituents.
• Demonstrated ability to think strategically and assume responsibility for processes.
• Excellent computer skills required, including familiarity with MS Word and Excel; comfort with IT functions a plus.
• Multi-tasking, organizational, and prioritization skills, and to work well under pressure and cooperatively with team members.
• The ability to take direction as well as work independently.

Success Factors

The successful Administration & Facilities Manager will demonstrate a healthy combination of professionalism, warmth and confidence in providing efficient administrative and facilities services. They will be positive, energetic, and demonstrate entrepreneurial and innovative ownership of the position and its duties. They will place a high priority on attention to strategy, detail and organization.

The Administration & Facilities Manager will be able to work independently, cooperatively and will effectively and accurately represent Mercy Corps to those who come to the Mercy Corps office in PDX. They will demonstrate flexibility and creativity in planning and problem-solving, be a quick learner, someone who takes the initiative, and will be accountable for results. The Office Administrator will be able to multi-task and prioritize in a fast-paced, fluid work environment. Even temperament and a good sense of humor appreciated.

Living Conditions / Environmental Conditions

The position is based in Portland, Oregon and it requires occasional travel to our Washington, D.C. office (just 2-3 times per year).
Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.
Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.

Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.