Office Administrator

Full-time

Seattle, WA

About the position

The Office Administrator will provide comprehensive administrative support to all departments regarding the day-to-day operations of the Seattle, WA office. This position serves as the main office facilitator by providing information, answering questions, and directing all calls and documentation to the appropriate departments.

Responsibilities

• Handling in-person, phone, fax, and email inquiries and obtaining information for customers, visitors, and all internal departments.
• Assisting with pre-qualification paperwork for potential customers.
• Coordination of catering for meetings / office guests.
• Post deposits in accounting software, apply payments to outstanding invoices.
• Accept credit card payments and forward for processing.
• Accounts Payable: Matching Packing List, Purchase Orders with Invoices.
• Purchase Order Entry.
• Reconcile and report discrepancies found on Invoices.
• Enter Invoices timely.
• Print Vendor Checks Weekly, mail with remittance detail once signed.
• Compile and maintain all vendor files.
• Balance Monthly Vendor Statements.
• Request and Maintain Supplier and Subcontractor Lien Waivers.
• Manage Subcontractor Contracts and Certificates of Insurance.
• Resolve Issues with Vendors as needed.
• Ordering for and maintaining office supplies inventory.
• Track and reconcile credit card receipts to statements.
• Assist with pulling required documentation for internal / external audits as directed by Controller.
• File and maintain hard-copy files/ documents, as well as file electronically.
• Create inspection reports for customers as required.
• Create service tickets and paperwork for roofing technicians.
• Tecta Tracker data entry and photo uploading.
• Respond to customers in a timely manner.
• Provide accurate and timely invoicing to customers.
• Resolve product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
• Recommend potential products or services to management by collecting customer information and analyzing customer needs.
• Prepare product or service reports by collecting and analyzing customer information.
• Provide invoicing for services provided and follow up with customers on outstanding invoices.
• Maintain / report OSHA logs.
• Complete monthly reporting to corporate safety team.
• Work with third-party safety administrator in the coordination of any injuries / workers comp claims.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) with company match
• Paid time off
• Paid holidays