Administrative Coordinator II

The Port of Portland is hiring an Administrative Coordinator II

We're looking for a highly organized and proactive Administrative Coordinator II to provide administrative support across the Port's Small Business Opportunities (SBO) department. The role ensures smooth operations through scheduling, document and records management, financial and contract administration, while also supporting the Mentor Protege Program (MPP) as needed.

From the hiring manager: Join a mission-driven team providing access to small business opportunities across Portland's most visible aviation and transportation projects. In this role, you'll support small businesses while working alongside passionate professionals who value collaboration, creativity, and growth. If you want meaningful work that strengthens our regional small business community, this is the place to be.

• Provide direct administrative support to SBO staff as directed by the Sr. Manager.
• Coordinate meetings, schedules, events, training, and stakeholder outreach for the Mentor Protege Program (MPP) and other small business initiatives.
• Attend, prepare, and distribute meeting minutes for all MPP meetings in a timely manner. (Travel required as needed)
• Manage department calendars, schedule large meetings, and provide logistical support
• Assist in routing, execution, and administration of SBO and MPP contracts, technical services, and small business agreements.
• Prepare requisitions, process invoices, and manage check requests
• Using established processes, purchase goods and services under $25,000 in accordance with Port policies.
• Ensure compliance with existing contracts (e.g., software licensing, hardware, maintenance support).

Full job description available upon request.

Demonstrated Skills & Abilities

• Intermediate - Skills in Port contracting, procurement, and financial systems
• Intermediate - Records management and reporting standards
• Intermediate - Administrative coordination, scheduling, and workflow management.
• Intermediate - Drafting, editing, and formatting professional documents
• Intermediate - Customer service and stakeholder engagement
• Intermediate - Multitask in a fast-paced environment.

• A high school diploma or GED is required.
  1. An associate's degree in business, Public Administration, or a related field (desired).
  2. BA/BS Preferred (additional experience may substitute for the education qualifications).
• One (1) + years of progressively responsible experience in administrative support and contract administration required.
  1. Experience with small business or workforce programs strongly preferred.

Schedule: We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

Selection Process: (tentative schedule):

1. A minimum qualification evaluation of the education, training, and experience of submitted application packets will take place by Human Resources in November until the role closes.
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.

About us:

At the Port of Portland, we use everything we have - our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to unlock new opportunities and ensure more people share in our region's success. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com

Safety: The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans' preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veteran's preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.