Office Assistant

Full-time

Portland Office

Mahlum is seeking an organized, friendly, and proactive Office Assistant to help keep our Portland office running smoothly. In this role, you'll be the heart of our day-to-day operations, supporting our design teams and collaborating closely with HR, Accounting, IT, and Marketing. This position is ideal for someone who thrives in a collaborative environment, enjoys being the go-to person, and takes pride in creating an organized and welcoming workplace.  You’ll work closely with our Seattle-based Office Assistant, and together you’ll help ensure consistent and supportive experience for all staff, guests, and visitors across locations.

This role is based in our Portland office and is expected to be on-site full-time. 

Mahlum

Mahlum has a culture committed to sustainability, justice, equity, diversity, and inclusion. As an organization committed to projects that benefit our communities, we strive to hire a workforce representative of the communities we serve. We recognize the power a diverse workforce brings to our organization and support a positive and welcoming environment.

The starting hourly salary rate is targeted at $25.00 - $32.00 per hour. Please note that with pay equity analysis, starting pay is based on the experience stated on your resume/application. Mahlum employees are eligible for annual discretionary bonus compensation in addition to salary. 

Mahlum provides our employees with comprehensive benefits including 100% paid medical, dental, vision, and life insurance costs, 401k plan with immediate employer matching, PTO available upon hire, annual continuing education stipends, paid membership dues & licensing costs. Mahlum supports staff in choices such as matching charitable donations, providing paid volunteer time, providing financial support for commuting to work by public transit, bicycle, walking, or carpool. We are committed to an ongoing hybrid flexible work environment where our staff have in-office and work-from-home options. Mahlum participates in the JUST Label transparency program. 

All applicants must live and work in the Portland metro area and be legally authorized to work in the United States. Come join us.

Key Responsibilities

• Provide administrative and clerical support to the office and design staff
• Greet and welcome guests, clients, and visitors, creating a warm, inclusive environment
• Answer and direct phone calls 
• Manage incoming and outgoing mail, packages, and deliveries
• Serve as primary contact for building management, coordinate facilities and maintenance needs
• Maintain and organize communal office spaces, ensuring they are clean and well-stocked
• Track and reorder office supplies 
• Coordinates employee travel and logistics
• Support Materials Library team and manage communication with product reps
• Assist IT with technology support for staff, including building access management 
• Provide general administrative support to HR, Accounting, and Marketing teams as needed
• Help plan and coordinate virtual, offsite, and onsite meetings and events, including our annual all staff party and retreat
• Work with leadership on special projects
• Partner with Seattle Office Assistant to ensure alignment and shared systems 

Qualifications & Requirements

• Previous experience in office coordination, reception, or administrative support
• Strong organizational and time management skills, able to manage competing priorities and deadlines
• Excellent verbal and written communication skills
• Warm, customer-focused approach with an ability to anticipate needs
• Ability to work independently and take initiative, while also thriving in a collaborative team environment
• Comfortable working in a dynamic office with frequent interruptions
• Proficiency in Microsoft Office Suite and video conferencing tools
• Experience with Adobe Creative Suite or database tools is a plus
• Familiarity with project-based or creative workplaces preferred
• Enthusiastic about Mahlum’s vision, culture, and commitment to equity and design

Additional Info

This role may involve light physical tasks such as restocking supplies or lifting packages (up to 25 lbs). We are committed to supporting accessibility. If you need any accommodations during the application process, please let us know.