Assistant Office Operations Jobs in Portland, OR

What We Can Achieve Together:
The Office & Operations Coordinator serves as the primary point of contact for office operations, facilities, reception, and lease coordination at The Nature Conservancy's Oregon Conservation Center (OCC) in Portland, located at [821 SE 14th Ave, Portland, OR 97214]. This role creates a welcoming, safe, and efficient workplace for staff, partners, and visitors.
We're Looking for You:
Office Management
The OCC Office Coordinator is the primary person responsible for office and reception services, including:

• Serve as the public face of TNC for visitors, vendors, partners, and community members, providing a welcoming and professional office experience.
• Serve as the primary liaison with property managers, contractors, service providers, and vendors regarding facility operations, maintenance, repairs, and office services.
• Manage and coordinate office logistics including mail processing, shipping, office supplies, telecommunications, equipment support, and workspace needs.
• Manage building access and security processes, including key card distribution and tracking.
• Facilitate use of office space by staff and external partners. Support logistics for meetings, trainings, and special events.
• Maintain office procedures, guides, reference materials, and operational resources to ensure information remains accurate and accessible for staff.
• Coordinate partnerships and services that support office operations, including transit programs, hotel partnerships, and other workplace resources.

Facilities, Safety & Lease Coordination

• Support lease administration by tracking lease requirements, coordinating internal review and approval processes, and monitoring lease-related obligations.
• Partner with vendors to oversee office security systems, HVAC and thermostat controls, elevator operations, waste removal services, and facility repairs.
• Complete routine facility assessments, respond to operational needs, and ensure timely resolution of building-related issues.
• Manage onsite fleet vehicles, keeping them clean and maintained for usage.
• Maintain and support Fleet across OR/WA.
• Serve as a member of the Safety Committee and coordinate quarterly safety audits in compliance with OSHA requirements and TNC practices.
• Create and implement processes and practices that improve operational effectiveness, support employee health and safety, and contribute to an inclusive workplace environment.
• Support facilities needs for field offices, including maintenance coordination, workspace planning, and opening or closing office locations as needed.

Operations

• Serve as Workday time reporting coordinator for Oregon, Washington, and other teams as assigned.
• Provide backup remote reception coverage for The Nature Conservancy's Seattle office.
• Coordinate activities involving multiple priorities, stakeholders, and timelines while ensuring successful execution.
• Utilize organizational systems and resources to maintain records, track information, conduct research, and produce reports.
• Assist with recruitment, training, and coordination of volunteers, including volunteer receptionists and volunteer landscapers.
• Support the volunteer program through administrative tasks, event planning and assorted other activities.
• Serve as a team member for assigned projects and operational initiatives and provide support to broader business unit functions as organizational needs evolve.

This position regularly engages with staff, volunteers, vendors, donors, partners, and members of the public. Success in this role requires excellent customer service, strong communication skills, sound judgment, discretion, and the ability to coordinate information and activities that support effective decision-making and problem-solving.
RESPONSIBILITIES & SCOPE
Level of Position: This is an associate level position, and duties are performed under general supervision and established guidelines.

• Does not supervise any staff, but may supervise volunteers, interns, or temporary staff.
• Serve as a team member for assigned projects.
• Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking.

Within the scope of the position, the Office & Operations Coordinator will:

• Make day-to-day decisions within the scope of work assignments and prioritize work independently.
• Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor.
• Coordinate activities with multiple variables, setting realistic deadlines, and managing the timeline.
• Demonstrate sensitivity in handling confidential information.
• Ensure The Nature Conservancy's policies and procedures are met.

Work Environment and Schedule

• This is a full-time, hourly position, and is required to be onsite in the office five days per week, Monday through Friday, from 9:00 a.m. to 5:00 p.m. at The Nature Conservancy's Oregon Conservation Center in Portland.
• Occasional evening or weekend work may be required to support meetings, events, or operational needs.
• Periodic travel, including overnight travel, may be required within Oregon, with occasional travel elsewhere in the United States for trainings or meetings.
• Work is performed in a professional office environment and requires physical mobility, including the ability to lift up to 25 pounds, climb stairs, bend, and move office materials and equipment as needed.

What You'll Bring:

• Bachelor's degree and 1-year experience OR Associate's degree and 3 years experience OR equivalent combination of education and experience.
• Experience organizing time and managing various activities to meet deadlines.
• Experience working and communicating with a wide range of people.
• Experience coordinating administrative processes and office operations.
• Facilities management or facilities coordination experience.
• Experience using office technology including video conferencing, scheduling, email, spreadsheets, word processing, and file sharing tools.

Desired Qualifications:

• Demonstrated commitment to creating a safe, welcoming, and inclusive workplace.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Excellent customer service skills and the ability to work effectively with a wide range of people across departments and audiences.
• Demonstrated flexibility and adaptability in changing situations and priorities.
• Experience in business writing, editing, and proofreading.
• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems.

This description is not designed to be a complete list of all duties and responsibilities required for this job.
This position requires a valid driver's license and compliance with TNC's Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." To learn more about the Auto Safety Program, visit the Auto Safety information page. Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.
Salary Information:
The starting pay range for a candidate selected for this position is generally within the range of $30.50 - $32.41 hourly. This range only applies to candidates whose country of employment is the USA. Where a successful candidate's actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.
Who We Are:
The Nature Conservancy's mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world's toughest challenges so that we can create a world in which people and nature thrive. We're rooted in our mission and guided by our values, which include respect for all people, communities, and cultures. Whether it's career development, flexible schedules, or a rewarding mission, there's many reasons to love life inside TNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.
One goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging and that their unique contributions to our mission are valued. In addition to the requirements in our job postings, we recognize that people come with talent and experiences outside of a job and consider each applicant's unique experience. Please apply - we'd love to hear from you. To quote a popular saying at TNC, "you'll join for the mission, and stay for the people."
What We Bring:
Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!
TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our Benefits and Perks here.
We're proud to offer a flexible work environment that supports of the health and well-being of the people we employ.
Our recruiting process includes a rolling interview process to ensure we engage applicants in a timely manner. This means we may review applications in the order in which they are received. Once a strong candidate pool is identified, the role will be unposted. The timeline may vary depending on the expressed interest in the role, so we highly encourage candidates to apply as soon as possible.
The Nature Conservancy is an Equal Opportunity Employer. Our commitment to equal employment opportunity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of all backgrounds, beliefs, and culture. Recruiting and mentoring staff to create an inclusive organization is a priority, and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.
The successful applicant must meet the requirements of The Nature Conservancy's background screening process.
Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!
TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to applyhelp@tnc.org with Request for Accommodation in the subject line.