Office Associate - Portland, ME (Finance)

Woodard & Curran is a national engineering, science, and operations firm with a simple vision for clean water, a safe environment, healthy communities, and happy people. As an employee-owned company, we strive to cultivate teams that encourage collaboration in an inclusive culture. We seek talented individuals from all backgrounds to help us address a broad range of water and environmental issues. We prioritize our people, offering opportunities for professional growth, ownership, and flexibility. This commitment enables us to make a meaningful impact on our clients, communities, and the planet.

At Woodard & Curran, we tackle some of the most complex water and environmental challenges with creativity, tenacity, and purpose. Our mission is to make a meaningful difference for our clients, our people, and the planet. That mission starts with creating a workplace built on opportunity, integrity, and commitment-a place where talented individuals thrive.

What's in it for you: Step into a role where your impact is felt every single day. As the Office Associate, you're not just keeping things running-you're the pulse of the workplace. You'll be the go-to force behind smooth operations, energizing the environment for both on-site and remote teams, and making every visitor feel like they've stepped into something special. From orchestrating flawless events to ensuring every corner of the office reflects safety, warmth, and professionalism, your work sets the tone for productivity and culture. If you thrive on being the behind-the-scenes powerhouse who makes everything click, this is your stage to shine.

Who are we looking for:

As an Office Associate at Woodard & Curran, you'll be at the center of a thriving workplace-driving productivity by streamlining processes and keeping daily operations running like clockwork. Your attention to detail ensures a safe, compliant, and welcoming environment for employees and guests alike, while your vendor management skills foster long-term partnerships that elevate service quality. You'll play a key role in orchestrating seamless meetings and events, contributing to a professional atmosphere that reflects the company's high standards. Most importantly, your efforts will help shape a positive, engaged culture-boosting morale, supporting hybrid teams, and leaving every visitor with a lasting impression of excellence.

This position will be 100% onsite.

Location: Portland, ME Office

Travel up: 10% to Andover, Canton, and Middletown Offices on an as needed bases.
\n

What will you be doing at Woodard & Curran?

• General Office Operations
• People & Culture
• Events & Engagement
• Facilities & Safety

General Office Operations

• Manage Portland office budgets and track expenses
• Oversees three other offices spending, ordering, and tracking for supplies and food service
• Create and Execute monthly office events
• Maintain switchboard and reception duties
• Greet visitors and clients to ensure a positive experience
• Identify and evaluate vendors for quality and cost-effectiveness
• Perform errands such as collecting supplies and delivering messages
• Handle incoming/outgoing mail and courier services
• Manage office equipment and coordinate I.S. support in various office locations
• Perform routine maintenance and track operational metrics
• Assist coworkers with office equipment and troubleshooting
• Manage emails, schedule appointments, and use communication tools
• Provide calendar, expense report, and document support for leadership
• Ensure accurate data entry for databases and records retention
• Lead for Iron Mountain off site records

People & Culture

• Foster a positive office environment and encourage engagement
• Welcome new employees and support relationship-building
• Coordinate workspace usage for on-site and remote staff
• Act as a point of contact for employee needs and concerns
• Assist with onboarding and offboarding, including remote team members

Events & Engagement

• Provide on-site support for events and greet participants
• Manage office operations events calendar
• Assist with new hire orientation and coordinate travel logistics
• Assist with event swag, giveaways, and materials production
• Lead organization of interactive activities and entertainment
• Manage conference room reservations and troubleshoot tech issues
• Assist with event setup, breakdown, and housekeeping
• Lead internal social posts, write-ups, and photo sharing

Facilities & Safety

• Oversee office cleanliness and maintenance
• Implement and monitor health and safety protocols
• Assist with office updates and expansions with Facilities Manager
• Maintain security protocols and access control
• Monitor parking usage and minimize overages
• Review vendor contracts, verify documentation, and ensure timely payment
• The list of duties is not intended to be all inclusive and other duties may be assigned, as needed.

What You Will Need to Succeed:

• Bachelor's degree in Business Administration or a related field (preferred)
• 5-7 years of experience in office operations, management, or a similar role
• Ability to work independently, take initiative, set priorities, and follow through on projects
• Strong interpersonal and communication skills to liaise effectively with employees, vendors, and visitors
• Proficiency in office software and remote work tools
• Exceptional attention to detail, with excellent organizational and multitasking abilities
• High adaptability to evolving work arrangements and environments
• Customer service-oriented mindset focused on delivering positive experiences

\n
$23 - $28 an hour

This position's anticipated pay range is provided below; final exempt salary or non-exempt hourly pay will be dependent on experience level as well as considering a % based geographic differential based on where the final candidate will be working. Geographic differentials are used to recognize and reflect cost of labor differences between geographic markets.
\n
Employee Support & Benefits

Retirement Savings:

• 401(k) Pre-tax or Roth Contributions: The company matches 100% of the first 3% of salary contributed

Time away from work:

• Observed holidays: Choose up to 9 holidays to observe annually

• Vacation: Accrued based on years of experience and calculated on hours worked

• Sick time: Paid sick time for non-work related illness or injury.

• Parental leave: Up to 80 hours of Paid Parental Leave for child bonding

Coverage and support for your needs and well-being:

• Disability: Paid short and long term disability

• Health: Medical plan options; plus dental and vision plans.

• Life: Basic employee group life insurance and AD&D benefits; additional voluntary life insurance for employees and families is available through Sun Life.

• Wellbeing: DarioMind assistance program combined with personalized mental health and wellbeing resources.

Equal Employment Opportunity

Woodard & Curran is an Equal Opportunity Employer. Individuals with Disabilities and Protected Veterans are encouraged to apply. We are committed to ensuring our employment practices are non-discriminatory and based solely on job-related factors.

If you have a disability and need a reasonable accommodation to apply, please contact Beth Sweitzer .

Inclusion & Belonging

We welcome individuals from all backgrounds to apply, as we believe that different perspectives and experiences enrich our workplace and enhance our ability to serve our clients and communities effectively.

At Woodard & Curran, we are committed to fostering a respectful and inclusive work environment. We understand that the best solutions for our clients and communities come from a culture that nurtures the success and growth of all employees. As an employee-owned organization, our dedication to fostering growth, access and opportunity empowers us to serve our clients effectively and advance our mission of making a positive impact on the world. Our success is rooted in supporting our team members to reach their full potential, enabling us to deliver the most innovative, sound and effective solutions to improve our communities around us.

Non-Solicitation Disclosure:

Please be advised that we do not accept unsolicited resumes or candidate submissions from recruitment agencies. Any resumes or candidate profiles submitted without a signed contract in place will be considered unsolicited and will not be eligible for any referral fees. Recruitment agencies must have a valid, signed agreement with our company prior to following the submission process to consider potential candidates.