Contract Specialist/Executive Assistant

Coffey Communications - Walla Walla, WA

Full-time

Onsite - Walla Walla, WA

Performing Arts, Spectator Sports, and Related Industries

About the position

The Contract Specialist/Executive Assistant role at Coffey Communications involves preparing client agreements and managing administrative tasks to support the executive team. This position is crucial for ensuring the accuracy of contracts and providing exceptional customer service while maintaining office operations.

Responsibilities

• Prepares agreements and amendments for approval by the CEO, legal counsel, and HIPAA compliance officer.
• Manages the contract renewal process working with the CEO and client-facing team.
• Tracks sales and cancellations and provides monthly reports for management as requested.
• Maintains updated contract information in CRM and provides regular reporting.
• Receipts daily check payments from the post office and ACH payments from online banking.
• Completes payment receipts spreadsheet and posts payments in the accounting system.
• Receives and processes approvals for all vendor invoices.
• Enters approved invoices into the accounts payable system and processes payments weekly.
• Assists with credit card reconciliation by tracking down CC receipts and entering into the system.
• Handles special staff recognition details and assists with company functions and events.
• Supports Human Resources with recruiting efforts including job postings, scheduling interviews, and communicating with candidates.
• Assists with the orientation and onboarding process for new employees.
• Coordinates volunteer efforts including monthly meal for CAC.
• Prepares the building for the day by emptying the dishwasher and stocking snacks.
• Greets all visitors and announces their arrival to the appropriate person, maintaining security protocols.
• Answers main phone line and directs calls and messages; updates voicemail during holiday closures.
• Receives, sorts, and routes incoming mail and packages; notifies carriers of holiday closures.
• Handles all ordering and stocking of kitchen supplies, snacks, janitorial products, and other office supplies.
• Maintains office recycling including paper, cardboard, and cans.
• Maintains office plants including watering, fertilization, and replacing as needed.
• Empties trash weekly in the kitchen.
• Responsible for lowering the United States flag when appropriate and informing the owner when a replacement flag is needed.

Requirements

• Bachelor's degree in business administration, law, or a related field (or equivalent experience) preferred.
• Minimum of three years' experience in contract administration, basic accounting, customer service, or project coordinator responsibilities preferred.
• High level of discretion with confidential matters and attention to detail required.
• Excellent verbal and written communication skills, with particular strength in spelling and grammar.
• Strong organizational skills; ability to prioritize work and juggle many responsibilities to meet scheduled deadlines; ability to work independently and within a team.
• Experience efficiently managing a multiline, multiextension telephone system and cordial phone manner.