Administrative Assistant position available for Part-Time Not Remote
4 days ago
- Flexible schedule
- Opportunity for advancement
- 401(k)
- 401(k) matching
We are looking for an Administrative Assistant to help support a local small business, office located in Snohomish
Do you enjoy data entry, Excel formulas, and finding solutions for problems?
Do you take great pride in your work and seek a high level of accuracy?
Do you enjoy working closely with a Team and providing excellent Customer Service?
Outlook Exterior Maintenance, Inc. is looking for you
Outlook Exterior Maintenance, Inc. is hiring for a part-time Administrative Assistant in the Snohomish/Clearview area. As a general contractor in the building maintenance industry, we are looking for an Office Admin to provide support to the office and remote work field employees. With nearly 30 years experience, we are able to offer stable, year-round employment at competitive wages.
The Administrative Assistant needs to be collaborative, a strong communicator, and have the ability to work independently. The office environment is fast paced and always changing. The ideal candidate will be flexible, have a strong attention to detail, and have a self-starting attitude in which they not only complete the tasks they are assigned but with a high degree of accuracy. There is room for advancement as you learn about the Company and want to take on more responsibility.
COMPANY MISSION: Our goal at Outlook is to provide the very best service to our customers and employees and build a business that will carry on for generations to come. This includes creating a positive employee experience in which employees feel valued and respected.
WHAT WE DO: Outlook Exterior Maintenance, Inc. has specialized in difficult to clean buildings, taking care of high-rise, low-rise, and high-end residential properties for nearly 30 years. We use the latest technologies for window cleaning, pressure washing, and waterproofing for our clients in the Puget Sound Region. Visit us to learn more at: www.outlookexteriors.com
Please NOTE: you will not see this ad posted on our website if you are looking :)
Responsibilities and Duties
- Screen and prioritize phone calls, e-mails, and Google "Chats", reading all incoming communication and following it through to the next step in the process.
- Assemble job folders, hiring packets, and miscellaneous materials with impeccable accuracy as needed.
- Possible future task after training- Monitor company timesheets for field staff, managerial staff, and administrative staff, ensuring job scopes, GPS entries, and notes are accurately completed.
- Manage multiple spreadsheets and monitor when jobs are complete for invoicing.
- Complete daily tracking reports through Google drive and provide regular communication on areas of concern to the Scheduling Coordinator.
- Assist with hiring workflow including calling the reference checks for potential new hires.
- Maintain appointments and schedules for Admin Staff.
- Notify and follow up with customers about completed projects, with a goal of receiving regular customer reviews and feedback.
- Ensure the office is clean, stocked and organized. Run errands as needed. Provide light daily housekeeping (dishes, sweep, clean counters, etc.).
- Provide exceptional customer service.
- Additional projects as time allows and there is room for advancement from this position.
- Proficient computer skills including Google Workspace, MS Excel, Publisher, PowerPoint, mobile applications.
- Experience with QuickBooks Time (formerly TSheets) is highly desired but not necessary.
- Ability to monitor complex schedules and coordinate with field employees at multiple job sites.
- Experience with data entry.
- Excellent written and verbal skills.
- Ability to keep sensitive information highly confidential at all times.
- Strong and pleasant telephone interpersonal skills and the ability to deal professionally with all vendors, subcontractors, and coworkers on the phone and in person.
- Accuracy, attention to detail, and the ability to proof one's own work, as well as the work of others.
- Excellent organizational and time management skills, ability to take initiative, use good judgment, strong follow through, and carry multiple projects to completion.
- Work in a collaborative environment and independently prioritize work, asking for further clarification when needed.
- Ability to work under pressure with tight time constraints, as well as deal with frequent changes, delays, or unexpected events.
- We do use I9 verification and check for valid drivers license.
- A typical work week is Monday-Friday, 8 am to 1pm, but we do offer some flexibility in the work hours.
- Reliable transportation is preferred.
- A smart phone is also required.
- Essential: must be able to show proof of vaccination
- A Background check will be conducted
Benefits
- Wages from $28 - $30 per hour DOE, paid weekly.
- Flexible work hours
- PSSL/PTO Accrual Program
- Matching retirement program including opportunities for profit sharing if the hours qualification is met
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