Office Support Assistant

At Greenbrier, we do the hard work that matters. The Greenbrier Companies (NYSE:GBX) is powering the movement of products around the world as a leading designer, manufacturer and supplier of freight rail transportation equipment and services.

Greenbrier’s heritage of hard work and industrial innovation is celebrated at every level of our organization. We structure our business to support teams that deliver innovative solutions for our customers while positively impacting the world around us.

Greenbrier’s success begins with people. We believe in supporting our global workforce through our unwavering attention to Safety, Quality, Respect for People and Customer Satisfaction. Our Inclusion, Diversity, Engagement, Access and Leadership (IDEAL) commitment is rooted in these values, which lead to a culture where employees are engaged and feel good about coming to work every day.

Summary

The Office Support Assistant provides administrative and office operations support, including reception coverage, call handling, visitor coordination, mail and shipping management, and upkeep of office and kitchen supplies. The role assists with meeting setup, conference room scheduling, expense reports, vendor coordination, invoice processing, and facilities ticket submission. Additional support is provided to HR for interview scheduling and documentation, as well as presentation formatting and other assigned tasks.

This full-time position requires proficiency in Microsoft Office, strong communication skills, attention to detail, and the ability to work collaboratively. Some lifting of up to 20 pounds may be required.

Duties and Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform the following essential duties. Other duties may be assigned to address business needs and changing business practices.

• Provide reception coverage, including answering and directing calls, monitoring and forwarding voicemail, coordinating with Security for office visitors, and maintaining a tidy reception area (including refreshments as needed)
• Manage mail and shipping functions, including preparing package shipments, stocking mailrooms, processing employee postage for payroll deduction, distributing mail, and maintaining postage and FedEx supplies
• Prepare and submit expense reports for multiple team members
• Maintain inventory of kitchen and office supplies and coordinate replenishment
• Support meeting preparation, including catering arrangements and coordination with administrative staff
• Ensure conference rooms remain clean, organized, and properly stocked
• Assist with conference room reservations and office space request management
• Maintain relationships with office supply vendors; process invoices and data entry for approvals
• Provide general support to Human Resources as needed.
• Submit and track facilities tickets for building or office issues
• Assist with creating and formatting presentations
• Perform additional tasks and projects as assigned

Qualifications

The following generally describes the requirements to perform the assigned duties successfully.

Minimum Qualifications

• Associate’s degree or a minimum of two years of related professional experience
• Proficiency in Microsoft Office applications, including Word, PowerPoint, and Excel
• Strong technical aptitude and ability to learn new systems quickly
• Demonstrated personal effectiveness, credibility, and professionalism
• High level of thoroughness and attention to detail
• Effective collaboration skills and ability to work well across teams
• Strong written and verbal communication skills
• Proactive, flexible, and able to adapt in a dynamic environment

Preferred Qualifications

• Experience working in a high-volume sales environment or within a contracts department.
• Experience using Salesforce.com and DocuSign.
• Business-related coursework at the undergraduate level.
• Existing knowledge of the rail industry, leasing, or manufacturing

Work Environment and Physical Requirements

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform basic functions.

• This position is based in Lake Oswego, Oregon
• This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. Ability to work some overtime on occasion is preferred.

Physical Activities and Requirements 

Frequency Key

Not Applicable: Activity does not apply to this occupation

Occasionally: Occupation requires this activity up to 33% of the time (0- 2.5+ hours/day)

Frequently: Occupation requires this activity from 33% - 66% of the time (2.5- 5.5+ hours/day)

Constantly: Occupation requires this activity more than 66% of the time (5.5+ hours/day)

Working Postures

• Sit: Frequently
• Stand: Occasionally
• Walk: Occasionally
• Bend: Not Applicable
• Kneel/Squat: Occasionally
• Crawl: Occasionally
• Climb: Occasionally
• Reach Forward: Occasionally
• Reach Upward: Occasionally
• Handling/Fingering: Frequently

Lift / Carry Requirements

• 5-10 lbs: Occasionally
• 10-25 lbs: Occasionally
• 25-50 lbs: Not Applicable
• 50-75 lbs: Not Applicable
• 75+ lbs: Not Applicable

Push / Pull Requirements

• Up to 10 lbs: Occasionally
• 10-25 lbs: Occasionally
• 25-50 lbs: Not Applicable
• 50-75 lbs: Not Applicable
• 75+ lbs: Not Applicable

EOE including Vet/Disability

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Greenbrier makes reasonable accommodations in the application and hiring process for individuals with known disabilities, unless providing accommodation would result in an undue hardship. Any applicant believing that he or she may need reasonable accommodation for any part of the application and hiring process should contact Greenbrier Human Resources at careers@gbrx.com or call us at 503-684-7000.
 
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Email communication from The Greenbrier Companies (Greenbrier) will always come from a corporate email address that ends in @gbrx.com or from our applicant tracking system, iCIMS, after you have created a secure account and submitted your application. During the application process, you will create a secure account in our secure applicant tracking site that ends with “-gbrx.icims.com”. In this portal, we will ask you to provide your contact information, past employment history, education history and other job-related information.