Office Administrative Assistant

Job Description

Job Description

Office Administrative Assistant
Spokane, WA | Full-Time | In-Office

At Hill Top Craftsmen, we believe exceptional projects start with exceptional people. We've built our reputation through quality work, strong relationships, and a commitment to doing things the right way.

As we continue to grow, we're looking for an Office Administrative Assistant who can become a key part of our team by helping keep our financial, administrative, and operational systems running smoothly. This is not simply a bookkeeping or front desk position. We're looking for someone who can take significant day-to-day responsibilities off our leadership team's plate while helping support the systems, processes, and structure needed for continued growth.

If you're highly organized, proactive, and enjoy being the person who keeps everything moving behind the scenes, we'd love to hear from you.

Bookkeeping & Financial Administration

• Manage accounts receivable and follow up on outstanding invoices
• Process accounts payable and maintain vendor records
• Run payroll and ensure timely, accurate processing
• Maintain accurate bookkeeping records and financial data
• Assist with job cost tracking and financial reporting
• Help prepare documentation and data for Work-in-Progress (WIP) reporting
• Support leadership with financial administration and reporting needs

Administrative & Office Operations

• Manage the company email inbox and route communications appropriately
• Answer and manage the company phone line
• Provide general office administration and customer support
• Organize and maintain company records, files, and documentation
• Coordinate paperwork and administrative follow-up across departments
• Assist with scheduling, correspondence, and day-to-day office operations

HR & Business Support

• Maintain employee files and HR documentation
• Assist with onboarding paperwork and position agreements
• Support the implementation and maintenance of company processes and systems
• Help track key metrics, KPIs, and operational data
• Assist leadership with administrative projects and continuous improvement initiatives

• Financial records are accurate, organized, and up to date
• Payroll, invoices, and vendor payments are processed consistently and on time
• Administrative and HR records are well maintained
• Leadership has reliable information available for decision-making
• Company systems and processes become more organized over time
• The office operates efficiently, even during busy periods and constant interruptions

Experience

• 5+ years of experience in bookkeeping, office administration, accounting support, or a similar role
• Proven experience managing accounts receivable (A/R), accounts payable (A/P), payroll, and day-to-day bookkeeping functions
• Strong working knowledge of QuickBooks required
• Strong spreadsheet skills, including Google Sheets and/or Microsoft Excel formulas and reporting
• Experience maintaining financial records, processing invoices, and supporting financial reporting
• Experience in commercial construction is strongly preferred
• Familiarity with Work-in-Progress (WIP) reporting, job costing, and basic GAAP principles is highly desirable
• Ability to work independently while maintaining accuracy, organization, and accountability

Character & Fit

• High integrity and trustworthiness when handling financial information
• Calm, steady, and dependable under pressure
• Able to manage multiple priorities and frequent interruptions without becoming overwhelmed
• Strong organizational and prioritization skills
• Self-motivated and proactive in identifying and solving problems
• Comfortable working in a growing company where systems and processes continue to evolve
• Positive, team-oriented attitude with a willingness to support wherever needed
• Takes pride in getting things done, following through, and helping the team succeed

• $25.00 - $35.00 per hour , depending on experience, qualifications, and demonstrated capabilities.
• This is a full-time, in-office position with opportunities for long-term growth and increased responsibility.
• Additional benefits and employment details will be discussed during the interview process.

Please submit your resume along with a brief introduction explaining your bookkeeping, administrative, and construction industry experience.

We are committed to finding the right long-term fit and use assessments as part of our hiring process to ensure alignment between the role, the team, and the company culture.