Job Title: Office Administrator
Department: Human Resources
Reports To: Executive Assistant
Location: Portland, OR - Onsite
Classification: Full-Time, Non-Exempt
Organizational Background
Columbia Grain International, LLC is a global leader in the origination, processing, logistics, and distribution of high-quality bulk grains, pulses, edible beans, oilseeds, and organics for domestic and worldwide export markets. Our vertically integrated company is headquartered in Portland, Oregon, and we own and operate over 60 facilities, including grain elevators and pulse processing plants across Washington, Idaho, Montana, Nebraska, and North Dakota.
At all levels of our organization, our employees are some of the most experienced and knowledgeable in the industry. We have spent over 45 years cultivating lasting partnerships with a wide network of producers and the local communities surrounding our facilities, which enables us to source the highest quality product and fulfill our mission of feeding the world.
Position Description
We are looking for an Office Administrator who is highly organized, service-oriented, and comfortable balancing day-to-day office operations with administrative support across employee experience, travel coordination, internal programs, and non-confidential HR activities. This role serves as a key onsite resource for CGI’s Portland headquarters and helps ensure employees, visitors, vendors, and internal teams receive professional, timely, and helpful support.
This position works closely with the Executive Assistant and is also a strong development opportunity for someone interested in growing within executive administration, office operations, HR administration, employee experience, or related corporate support roles.
What You’ll Do
Office Administration & Facilities Support
- Serve as a primary onsite contact for employees, guests, vendors, and building partners, helping maintain a professional, welcoming, and well-organized Portland office.
- Support front desk and general office operations, including visitor greeting, mail and package handling, courier coordination, office communications, main company phone line support, message routing, and maintenance of the Portland office phone list.
- Coordinate facilities and shared-space needs, including building requests, access badges, parking, workspace support, office supplies, vendor coordination, and office announcements.
- Maintain daily readiness and professional appearance of shared office spaces, including reception, conference rooms, kitchen/cafeteria areas, copy areas, and supply areas.
- Coordinate conference room, meeting, food/beverage, coffee, and snack support to ensure employees, guests, and meetings are well supported.
- Review, track, and reconcile office-related invoices and expenses as assigned.
- Support Portland office safety and emergency preparedness activities, including office warden coordination, new hire safety tours, drills, safety communications, CPR/first aid training scheduling, and maintaining basic office safety resources.
- Provide general administrative support to the Executive Assistant and Portland office leadership as needed.
Employee Events, Community Giving & Office Culture
- Lead or support planning and coordination for Portland office events and engagement activities, including birthday/monthly recognition moments, holiday celebrations, appreciation activities, seasonal events, office morale activities, and other employee experience initiatives.
- Support company events and meetings, such as annual manager meetings, quarterly leadership meetings, and other employee or leadership gatherings, in partnership with the Executive Assistant and other internal stakeholders.
- Coordinate event logistics, including catering, room setup, supplies, communications, sign-ups, reminders, breakroom TV/monitor announcements, and follow-up.
- Support employee recognition, swag, and workwear programs, including Terryberry-related administration, ordering, tracking, distribution, employee questions, and related communications.
- Support community giving, volunteer activities, and other culture-building initiatives that help create a positive and welcoming employee experience.
Travel & Expense Coordination Support
- Support current travel request processes and serve as a general point of contact for routine employee travel questions, routing complex travel or expense-related issues to the Executive Assistant, Accounting, or other appropriate internal resource.
- Support implementation and ongoing use of upcoming company travel and related expense tools and processes, including employee instructions, basic troubleshooting, process documentation, and related communications.
- Assist with travel-related administrative coordination, including company credit card-related support, documentation, reminders, employee communications, and follow-up as directed.
HR & Employee Experience Administrative Support
This role provides non-confidential HR administrative support under the direction of Human Resources. HR-related work may include recurring administrative tasks, employee experience support, and project or event logistics.
- Provide administrative and logistical support for HR and employee experience activities, including onboarding coordination, new hire readiness, workspace setup, welcome materials, office tours, parking, badges, benefits communications and mailings, annual benefits enrollment support, intern program logistics, HR training/event support, and coordination with internal partners.
- Support employee-facing communications, internal announcements, office materials, scheduling annual flu shot clinics, wellness initiatives, HR-led meetings, trainings, and Lunch-and-Learns.
Other duties as assigned.
What You’ll Bring
- 3+ years of experience in office administration, administrative support, project coordination, or a similar role.
- Strong organizational and project coordination skills, with the ability to prioritize, track details, manage multiple responsibilities, support recurring processes, and follow through from planning to completion.
- Strong calendaring and scheduling experience, including coordinating meetings, managing Outlook calendars, sending invitations, tracking responses, reserving rooms, and supporting meeting logistics.
- Excellent interpersonal and communication skills with a professional, service-oriented, collaborative, and helpful approach to supporting the Executive Assistant, HR, leadership, employees, vendors, and cross-functional partners.
- Demonstrated ability to handle sensitive company and employee information with discretion, confidentiality, professionalism, and sound judgment.
- Strong proficiency with Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint, with comfort learning and using software systems, employee-facing platforms, travel tools, and office technology.
- Ability to work independently while staying aligned with direction, priorities, and expectations from the Executive Assistant and other internal partners.
- A hands-on mindset with willingness to take ownership of everyday office needs, including shared-space upkeep, conference room readiness, kitchen/cafeteria presentation, vendor coordination, supply readiness, and other practical tasks that help the office run smoothly.
- Ability to occasionally lift and move office supplies, packages, or event materials weighing up to 50 pounds.
- Ability to work onsite full time in CGI’s Portland office.
Preferred Experience
- Experience supporting employee events, travel coordination, onboarding logistics, HR administration, employee communications, internal trainings, or employee experience programs.
- Experience with project coordination/management, or tracking timelines and deliverables across multiple stakeholders a plus.
- Experience using or administering employee recognition, swag, travel, expense, or similar administrative platforms.
- Prior experience in a corporate or multi-department office environment.
Benefits Offered
- Comprehensive Health, Dental, and RX benefits
- 401K Retirement savings plan
- Paid Holidays, Vacation and Sick leave
- Flexible Spending Plans
- Employee Assistance Program
- Company paid Life Insurance and Disability
- Onsite parking
Successful completion of initial and ongoing employment screens, including but not limited to criminal background, drug testing and vehicle record as required.
Columbia Grain is an Equal Opportunity Employer
