Office Administrator and Accounts Payable Specialist

Office Administrator And Accounts Payable Specialist

Prowess Consulting is looking for a resourceful, detail-oriented Office Administrator and Accounts Payable Specialist to manage our corporate office and support key business operations. This onsite role blends building management, accounts payable, and administrative supportideal for someone who enjoys variety and takes initiative. You'll be responsible for ensuring the office, facilities, and core administrative processes run smoothly, efficiently, and without disruption. This role is best suited for someone who has a strong foundation in administrative support and is eager to take on projects and grow within the position. Location requirement: Must live within 2025 minutes of the Prowess Consulting's Bellevue, WA, office and be available onsite 45 days per week. This is a full-time salaried role with Prowess Consulting.

Building & Office Operations

• Serve as the primary contact for tenants, vendors, and service providers for our 12,125 sq. ft. office building with two tenant suites
• Coordinate maintenance, repairs, and vendor relationships
• Partner with the building engineer to support facility operations
• Maintain vendor records and preventive maintenance schedules
• Respond to and resolve building-related issues

Accounts Payable

• Process invoices, approvals, and employee expense reports
• Reconcile corporate card transactions
• Support reporting needs, including sustainability (GHG) tracking

Administrative Support

• Manage mail, shipping/receiving, and office purchasing
• Coordinate employee travel and support office events
• Greet visitors, answer phones, and maintain a professional environment
• Maintain organized filing systems (digital and physical)
• Administer timecard systems

Additional Responsibilities

• Support special projects and evolving business needs
• Help maintain business continuity and emergency preparedness plans

Assist with internal systems (e.g., SharePoint)

Qualifications (required)

• 3+ years of office experience, including exposure to accounting or bookkeeping
• Excellent organization and meticulous attention to detail
• Sound judgment with the ability to prioritize competing demands independently
• Consistent follow-through and reliability in meeting deadlines
• Clear, professional written and verbal communication
• Proactive, service-oriented approach
• Effective problem-solving with a focus on improving processes and efficiency
• Comfortable working both independently and as part of a team, with a high level of accountability
• Reliable transportation and consistent onsite presence
• Ability to lift up to 25 lbs.

Preferred

• Experience managing office or building operations
• Proficiency in Microsoft Office (especially Outlook and Excel)
• Familiarity with SharePoint, Teams, or HubSpot
• Experience supporting remote teams or working in dynamic environments
• Exposure to AI tools in the workplace

Nice to Have

• Experience in a technology or professional services environment
• Knowledge of Sage Intacct
• Background in event planning

This is a hands-on, high-impact role where you'll be central to keeping the office and operations running smoothly. Success in this role means the office runs seamlessly, issues are addressed proactively, and employees and tenants have a consistently, positive experience. If you're organized, adaptable, and enjoy being the go-to problem solver, you'll thrive here.

• The offered pay range for this position is $55,000 65,000 year, depending on experience.

Prowess Consulting is an equal - opportunity employer, and diversity is a core value for us. We are a Minority/Women-owned Business Enterprise (WMBE) in Washington, and we committed to diversity, equity, and inclusion. At Prowess Consulting, we are passionate about building and sustaining an inclusive and equitable working and learning environment for all employees. We provide a well-rounded benefits package including health insurance, flexible spending account, life and disability insurance, paid time off, and retirement plan investing.