PT Administrative Coordinator

Job Overview

We are seeking an engaged, highly organized, professional, and positive Administrative Coordinator to join our small, growing team. The ideal candidate demonstrates strong communication and organizational skills, attention to detail, and a reliable, proactive work ethic.

As an Administrative Coordinator, you will provide essential operational and administrative support to maintain organized systems, ensure smooth workflows, coordinate schedules, and support the owners directly. Your work will play a key role in keeping projects on track and the business organized, with a direct impact on overall success.

This role requires someone who is self-motivated, dependable, and capable of working independently, while also collaborating closely with the owners. Guidance and priorities will be provided, but the ability to take initiative, follow through on tasks, and help keep operations running smoothly is essential.

This is a part-time position with the potential to grow into a full-time role with increased responsibilities as the business expands. If you are organized, trustworthy, and enjoy supporting both day-to-day operations and project coordination, this role could be a great fit.

About Our Company

Walker Building Company is a family-run residential construction business based in Fairhaven, serving homeowners throughout Whatcom County. We specialize in remodels, ADUs, and custom homes, delivering high-quality construction and organized, client-focused project management.

We are a husband-and-wife team who manage projects hands-on, and we’re looking for a reliable, detail-oriented Administrative Coordinator to support our operations and help the business run smoothly as we continue to grow. This is a unique opportunity to join a small, growing team where your contributions are visible, valued, and directly impact project success.

Duties and Responsibilities

• Manage and maintain digital and physical filing systems, including organizing, filing, and uploading documents, receipts, photos, and project records
• Research products, obtain pricing, and place online orders for materials and supplies
• Prepare bid requests, collect and organize subcontractor bids, and follow up as needed
• Maintain and update subcontractor and supplier documentation, including Certificates of Insurance and W-9 forms
• Prepare, submit, and manage Purchase Orders and Change Orders
• Handle financial data entry for invoices, estimates, bills, and project expenses with attention to detail.
• Manage lien waiver documentation and tracking
• Maintain accurate records across company software systems, including CRM updates and general data entry
• Coordinate project schedules with the General Contractor and help keep project timelines and tasks on track
• Communicate with subcontractors, suppliers, clients, architects, and designers via phone and email
• Answer incoming calls and manage general office correspondence
• Schedule inspections, project photoshoots, and other project-related activities
• Prepare and package proposals, contracts, and project documentation
• Oversee general office operations, including supplies, printing, filing, and organization
• Assist with research and miscellaneous administrative or project-related tasks as needed
• Proactively track projects and tasks, follow up with stakeholders, and ensure deadlines are met

Requirements

• Positive attitude, strong work ethic, and willingness to give full effort
• Trust-worthy, honest and conscientious
• Ability to follow directions while also working independently and taking initiative
• Strong time management, prioritization, and task coordination skills
• Highly organized with a natural tendency to catalog, categorize, systemize, and maintain structured processes
• Excellent attention to detail and ability to follow established procedures accurately
• Proactive and anticipatory mindset—identifies potential bottlenecks or missed deadlines before they become issues
• Ability to track multiple projects and tasks simultaneously, ensuring nothing falls through the cracks
• Strong follow-up skills with team members, subcontractors, or clients to keep everyone accountable
• Strong written and verbal communication skills, including proper grammar, punctuation, and professional tone
• Ability to draft clear emails, documents, and other written communications
• Professional phone and email etiquette
• Comfortable scheduling and coordinating tasks, meetings, and project activities
• Ability to create, maintain, and update project timelines, schedules, and checklists
• Solution-oriented approach—can propose alternatives or adjustments to keep projects on schedule
• Adaptable and flexible with changing priorities; calm under pressure and able to manage deadlines
• Professional judgment and discretion
• Tech-savvy with proficiency in Apple/Mac systems, Google Workspace, Adobe tools, and other standard office software
• Comfortable converting files to PDF, managing digital documents, and organizing electronic records
• Quick learner with ability to adapt to new software and systems, including CRM, project management, and task-tracking tools
• Knowledge of file naming conventions, document version control, and other best practices for digital organization
• Reliable, consistent, alert, and eager to learn and improve processes

Preferred Qualifications (not required)

• Bookkeeping or accounting experience
• Construction or project management experience
• Experience developing internal processes, workflows, or filing systems
• Familiarity with software systems such as Asana, Buildertrend, Zoho CRM, Quickbooks, Canva or similar

Pay: $23.00 - $29.00 per hour

Work Location: In person