Office & Operations Coordinator

About the role

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.

Responsibilities

Office Management

• 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.

Responsibilities & Scope

• 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.
• 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.

Requirements

• 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 position requires a valid driver's license and compliance with TNC’s Auto Safety Program. 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.

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.

Pay

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 the candidate's location, qualifications, specific skills, and experience.

Benefits

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