What are the responsibilities and job description for the Administrative Assistant position at Century West Engineering?
Century West Engineering, a premier Northwest engineering consulting firm, is seeking a professional and service-oriented Administrative Assistant to support daily office operations and serve as the first point of contact for visitors, clients, and incoming calls. This role plays a vital part in maintaining an organized, efficient, and welcoming office environment while greeting guests, managing phone systems, processing mail and deliveries, and assisting with administrative, accounting, and marketing support tasks.
The Administrative Assistant reports to the Controller and works collaboratively with project managers, marketing staff, and accounting personnel to ensure seamless office operations and a positive experience for employees and clients.
Benefits:
- 2 to 4 weeks of vacation depending on experience
- 1 hour of sick leave for every 30 hours worked
- 8 paid holidays
- 3 days paid bereavement leave, as needed
- 401k retirement account match
- Health (PPO and HSA options), dental, and vision insurance fully covered for full-time employees and available for family and dependents
- Life and disability insurance
- Employee assistance program
- Bonus program
- Professional training and development opportunities
- Reimbursement for continuing education
- Flexible schedule
Duties & Responsibilities:
- Perform front desk and reception duties, including answering phones, managing emails, and processing mail.
- Screen incoming calls for designated managers.
- Greet visitors courteously, determine their needs, and notify appropriate staff members
- Open, date-stamp, sort, and distribute all incoming mail and courier deliveries.
- Arrange courier pick-ups and maintain records of deliveries and shipments.
- Create purchase orders for incoming invoices and route them for approval.
- Maintain office cleanliness, organization, and inventory of supplies.
- Assist with meeting coordination, including meal orders and conference call setup.
- Assist project managers and marketing staff with production of materials.
- Provide administrative support for marketing proposals.
- Support reconciliations of various balance sheet accounts and maintain assigned accounting schedules.
- Assist with corporate credit card transaction management and employee expense reimbursements.
- Participate in month-end and year-end closing procedures.
- Provide support with cash application or vendor payment processes as needed.
- Perform other related duties as assigned by management.
Qualifications:
- High school diploma or GED required; Associate degree preferred (business or accounting coursework a plus).
- 1–2 years of bookkeeping experience preferred.
- Basic math competency.
- Ability to operate common office equipment (phones, voicemail, printers, fax machines, copiers, calculators, mail machines).
- Proficiency with standard computer software, including word processing and spreadsheets.
- Courteous, professional telephone and in-person communication skills.
- Strong interpersonal, customer service, and written communication abilities.
- Ability to exercise discretion, independent judgment, and sound decision-making
- Teamwork-oriented with strong organizational skills.
- Creativity, negotiation, and light selling skills are a plus.
An Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected status.
Salary : $47,500 - $64,500