Office Administrator

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.