Administrative Support Specialist

2 weeks ago

Lynnwood, Washington, United States University Mechanical Contractors, Inc (UMC) Full time

UMC Position Title: Administrative Support Specialist

Position Overview

Starting Hourly Rate: $26-$30 DOE

Classification: Non-Exempt

US Applicants Only

General Position Summary :

The Administrative Support Specialist plays a crucial role in providing essential administrative assistance to the Service Group. Responsibilities may vary based on daily priorities.

Key Responsibilities :

1. Input work orders into the accounting and dispatch system.

2. Process and issue Purchase Orders from the Purchase Order Log.

3. Maintain records for backflow testing and update relevant city portals.

4. Support the management of customer work order systems.

5. Serve as a daily backup for Dispatch/Operations and cover during absences.

6. Assist the Agreement Coordinator with updates to Maintenance Agreements.

7. Provide support in generating invoices.

8. Enter approved proposals into the accounting system.

9. Assist with material purchases for agreements.

10. Process credit card transactions.

11. Manage telephone communications and relay messages.

12. Order uniforms for technicians.

13. Make necessary calls to clients, vendors, and subcontractors.

14. Generate and send monthly past due invoice reminders.

15. Update and maintain the Field On Call schedule.

16. Package and send oil samples for analysis.

17. Regular attendance and punctuality are essential to this role.

Additional Responsibilities :

1. Set up new customers and sites in the database.

2. Update forms and lists as required.

3. Process expense reports for Service Technicians.

4. Document Service meetings and attendance records.

5. Assist in maintaining an organized office environment.

6. Order office supplies as necessary.

Required Skills :


• Proficiency in MS Outlook, Excel, Word, PowerPoint, and Project.


• Strong attention to detail and efficiency in administrative tasks.


• Professional communication skills, both verbal and written.


• Excellent organizational abilities.


• Capacity to work collaboratively within a team and independently.


• Ability to manage multiple tasks and prioritize effectively.

Education and Experience Requirements :


• Associate's degree or three years of customer service experience preferred.


• Proven customer service experience is essential.

Equal Opportunity Employer

Affirmative Action:

UMC is dedicated to fostering a culture of inclusion and diversity. We value the unique contributions of individuals and welcome diverse perspectives in our workforce.

EEO Policy:

UMC's equal employment opportunity policy prohibits discrimination based on various protected characteristics. This policy applies to all aspects of employment.

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