Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented and proactive Administrative Assistant to join our team in Seattle, Washington. In this Contract to permanent role, you will play a pivotal part in ensuring seamless organization, communication, and project management across various departments. The ideal candidate will thrive in a dynamic environment, managing schedules, maintaining records, and supporting billing and estimation processes with precision.

Responsibilities :

• Maintain and organize client and project files across both digital and physical platforms, ensuring information is accurate and up-to-date.
• Oversee scheduling by managing calendars, coordinating client appointments, and ensuring timely communication with stakeholders.
• Assist in preparing estimates by entering project scopes into templates, verifying accuracy, and reconciling changes against budgets.
• Prepare, review, and track invoices while managing follow-ups on outstanding payments in collaboration with accounting teams.
• Support meeting preparation, vendor coordination, and material sample tracking to ensure smooth project workflows.
• Monitor and document design revisions, approvals, and client communications to maintain project consistency.
• Create and maintain shared folders, checklists, and reports to facilitate project progress tracking.
• Assist with procurement by tracking expenses, managing receipts, and maintaining organized expense logs.
• Provide general administrative support to streamline daily operations and remove obstacles for team members.
• Proven experience in administrative support, including scheduling, file management, and documentation.
• Strong skills in data entry, spreadsheet management, and attention to detail.
• Familiarity with billing and invoicing processes, including tracking payments and reconciling records.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in using shared storage platforms like Google Drive or similar systems.
• Excellent communication and organizational skills, with the ability to coordinate with diverse stakeholders.
• Experience in coordinating schedules and managing client communications.
• Comfortable learning and adapting to new tools and operational procedures.