Office Assistant - Part time (20 hours a week)

SMRT Architects & Engineers•Portland, ME

10h

About The Position

We are seeking a highly organized, service-oriented Human Resources & Office Operations Assistant to support daily HR activities while ensuring efficient and professional office operations. This role combines administrative HR support with facilities coordination, employee experience logistics, and vendor management. It is well suited for someone who enjoys variety, is detail-oriented, and thrives in a people-facing environment.

Responsibilities

Schedule interviews and coordinate candidate communications
Manage and maintain the firm’s Time Off calendar
Support basic HR reporting and compliance administration
Support onboarding logistics and setup
Coordinate career fair planning, scheduling, and logistics
Repost recruiting-related social media content
Maintain internal HR communications and content on Calvin (intranet)
Provide notary services as needed
Order office supplies and manage inventory, including coffee, water, snacks, fruit, and leased coffee equipment
Oversee incoming and outgoing mail, scanning, and FedEx scheduling, drop-off, and pick-up
Maintain shared spaces (kitchen, lobby, mailroom) and address low-level facilities needs (filters, desk adjustments, panels, keyboard trays, etc.)
Coordinate office furniture reconfigurations and workstation adjustments
Ensure conference room readiness and visitor workstation upkeep, including room setup, supplies, and presentation readiness
Serve as vendor liaison for office services (cleaning, pest control, shredding, couriers, coffee service providers)
Support facilities communications and notifications to office staff
Manage the general delivery phone mailbox and route messages appropriately
Book employee travel using a corporate card, as needed
Coordinate lunch orders for internal and external meetings
Schedule and maintain the internal Lunch & Learns calendar (Interior, CEU, AIA sessions) and manage AIA certificates
Track and schedule WELL tours
Provide logistical support for firm-wide events, including recognition events, benefits enrollment meetings, social events, and Together Day