Employment Opportunity
Oregon Administrative Assistant
A leader in the whitewater rafting and adventure travel industry since 1969, OARS has set the standard in first-class rating, hiking and multi-sport adventures with more than 75 unique itineraries around the world.
At our core, beyond “Guiding Life’s Greatest Adventures,” we’re a second generation family-owned business that strives to make a positive impact on people’s lives by providing outstanding river trips and other outdoor adventures. We encourage and actively support awareness, deeper appreciation, and preservation of our rivers and environment, and seek like-minded individuals who share that same passion to join our team.
JOB DESCRIPTION
| Position Title: | Oregon Administrative Assistant |
| Department: | Field Operations |
| Reports to: | Oregon Operations Manager |
| # of Direct Reports: | None |
| Location (if applicable): | Grants Pass, OR |
| Job Status: | Part-time, Seasonal, Non-exempt |
Position Summary
- The Administrative Assistant will primarily work at the Oregon warehouse
- The targeted focus of the Administrative Assistant is to work in coordination with the Operations Manager to assist with administrative and logistical tasks. This includes maintaining compliance with permits and regulations, processing payroll and paperwork, and facilitating clear communication between management, staff, and external agencies, to ensure all trips are able to operate effectively and efficiently, while maintaining the highest standards of safety and guest satisfaction
- The Administrative Assistant is responsible for maintaining productive and timely communication between upper management, the main office in general, government agencies and partners
Compensation and Benefits
- $21-$25 an hour depending on experience.
- Company-matching ($.50 for every $1.00 contributed up to 6% of gross pay) 401k plan after six months
- Friends + Family discounts on OARS trips
- Annual staff gear package & access to pro deals
Term of Employment
- Part-time position with possibility of flexible schedule. Variable hours per week.
- Length of employment: March/April – October
Essential Duties
- Submitting payroll on a bi-weekly basis
- Approving and filing receipts and invoices
- Reviewing company regulations and stipulations in accordance to agency permits and contracts
- Reviewing required guide documents and certifications in accordance to agency and company stipulations
- Preparing pre-trip paperwork including processing permits through rec.gov
- Compiling post-trip paperwork
- Reviewing driver requirements according to DOT, FMCSA and company regulations
- Reviewing post-shuttle paperwork and notifying Ops Management of vehicle maintenance needs
- Reviewing past years’ personnel, vehicle, equipment and agency permit and contract files. Compiling these required documents into already existing tracking systems and/or creating new systems.
- In collaboration with Operations Manager:
- Equipment inventory and records of capital equipment
- Annual Documentation reports to submit both internally
- Vehicle registrations, inspections and insurance requirements
- Employee on-boarding
- Other projects and duties as necessary or assigned. May include assisting with shuttle drives, property maintenance, and food packs.
Skills & Qualifications
- Legally authorized to work in the United States.
- Must be at least 21 years old.
- Ability to prioritize, organize, and oversee tasks to meet deadlines based on trip schedules and organizational needs.
- Self-starter with excellent organizational skills.
- Exceptional written and verbal communication skills with critical attention to detail.
- Fluent in English.
- Empathetic and resourceful problem solver with a creative approach.
- Ability to build genuine, authentic connections with co-workers.
- Superb people skills and customer service experience.
- Ability to cultivate and promote a respectful, supportive, and healthy company culture.
- High integrity and professionalism, especially in handling confidential information.
- Proficient in Microsoft Office, Google Workspace, and reservation systems.
- Strong organizational skills, including filing and documentation.
- Excellent project management and time management abilities.
Working Conditions
- Work Hours and Shifts:
- Ability to work long days and split shifts
- Long hours sitting or standing while using office equipment and computers, which may cause muscle strain.
- Must be able to regularly lift heavy items (at least 50 lbs), including boating equipment, warehouse supplies, and food packing.
- Busy office setting with frequent distractions and staff interactions throughout the day.
How to Apply
Interested candidates may submit a resume and cover letter detailing their interest in this position to: [email protected] with a subject line of “Oregon Administrative Assistant” No phone calls please. This position will remain open until filled.
