Senior Administrative Assistant - Instrument Lab Coordinator

At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven’t stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We’re always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all.

Senior Administrative Assistant - Instrument Lab Coordinator

The Sr. Administrative Assistant serves as the Inventory and Materials Coordinator for our Instrument Lab at the Rose City office. This position plays a critical role in supporting our technical team by managing inventory, coordinating equipment repairs, processing orders, and handling administrative functions to ensure efficient lab operations.

Key Responsibilities

• Manage procurement processes for lab equipment, parts, and supplies through Coupa
• Process and track equipment repairs, including return shipments to manufacturers
• Update and maintain the equipment catalog with new test equipment specifications
• Reconcile P-Card transactions and expense reports with attention to detail
• Coordinate with vendors and manage supplier relationships
• Process approximately 15+ daily transactions related to materials and equipment
• Provide backup support for customer key management
• Assist with access management for field employees
• Perform administrative functions to support the instrument lab technicians

Requirements

• Strong organizational and inventory management skills
• Detail-oriented with excellent follow-through capabilities
• Experience with procurement systems and vendor management
• Ability to track multiple deliveries and maintain accurate records
• Proficiency in expense reporting and basic financial reconciliation
• Strong communication skills for internal and external interactions
• Experience with Coupa or similar procurement systems preferred
• Union experience a plus

Work Schedule

Monday-Friday, 6:30 AM - 3:00 PM (or 7:00 AM - 3:30 PM)

Location

Rose City office - Instrument Lab

This position allows our technical staff to focus on their specialized work while ensuring all administrative, inventory, and materials management needs are handled efficiently by a dedicated professional.

Job Function Summary

Provides a full range of administrative support to a manager and team(s) to enhance efficiency and support achievement of business goals.

Key Job Information

Senior Administrative Assistant 6654

Grade 4

Career Level: B3 Senior: Requires specialized skills or is multiskilled, developed through job-related training and considerable on-the-job experience. Completes work with a limited degree of supervision. Likely to act as an informal resource for associates with less experience.

Key Responsibilities

• General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or PGE department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries.
  • Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects.
  • Communicates assignments and directives from manager to team; tracks and follows up to ensure completion.
  • Schedules meetings and appointments and travel arrangements (flights, hotels, transportation) for manager and staff.
  • Coordinates, schedules and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested.
  • Plans and organizes internal senior team meetings and meetings with outside industry members/stakeholders and others; reserves meeting space, arranges catering and compiles and assembles participant packets and materials; reports and troubleshoots problems with facilities, office equipment or furniture; participates as a team member in planning and executing officer/CEO special events.
  • Maintains administrative procedures; ensures that standards, policies and practices are followed. Handles all administrative tasks or issues that arise not requiring the attent