Administrative Assistant

Job Description

Job Description

Western Entrance Technology, LLC is seeking an Administrative Assistant to support daily administrative, scheduling, documentation, billing, purchasing, and customer support functions. This position works closely with managers, technicians, customers, vendors, accounting, and internal team members to help ensure service and project work is documented, scheduled, and communicated accurately.

This role is primarily office-based or remote/home-office based depending on business needs; however, candidates must be located in Washington State, preferably in the Seattle metro area, due to occasional in-office, local meeting, document handling, or business errand needs.

Key Responsibilities

• Monitor service calls, voicemails, and service-related communications.

• Assist with scheduling service work, technician assignments, customer appointments, and related operational activities.

• Update calendars, trackers, records, and follow-up lists to support service and project workflows.

• Create sales orders and purchase orders as directed.

• Submit part order requests, track requested parts, and update internal records when materials are received.

• Follow up on open purchase orders, missing documentation, billing questions, closeout items, and customer follow-up needs.

• Provide customers with W-9s, certificates of insurance, safety documentation, new account applications, and related business documents as requested.

• Assist with customer documentation tracking, including reseller permits and other required records.

• Support accounting and billing workflows by gathering service information, purchase orders, photos, customer documentation, or other backup.

• Handle confidential customer, financial, billing, and company information appropriately.

Qualifications

• High school diploma or equivalent required.

• Previous administrative, customer service, scheduling, service coordination, construction administration, or office support experience preferred.

• Experience using Microsoft Office, Outlook, Excel, shared calendars, and electronic recordkeeping systems required.

• Experience with Connecteam, customer portals, accounting systems, ERP systems, or similar business software preferred.

• Strong attention to detail, accuracy, organization, and follow-up.

• Ability to manage multiple priorities and adjust to changing service or scheduling needs.

• Professional written and verbal communication skills.

• Ability to identify missing information, ask clarifying questions, follow established procedures, and escalate issues timely.

Benefits and Perks

Western Entrance Technology offers a competitive benefits package, including:

• Full coverage medical and dental for employees and partial coverage for eligible dependents

• Voluntary vision coverage

• Employee Assistance Program

• 7 paid holidays

• Paid vacation based on length of service

• Paid sick leave provided in accordance with applicable state and local laws

• Annual compensation and bonus programs

• Safe harbor 401(k) with 4% match upon eligibility

• Flexible scheduling options

Physical and Work Environment Requirements

This role requires frequent use of a computer, phone, email, calendar systems, spreadsheets, and electronic documents. The position may occasionally interact with warehouse, shop, or field operations areas and must follow applicable safety rules and PPE requirements when doing so.

Equal Opportunity Statement

Western Entrance Technology, LLC is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to any legally protected status.

Work Authorization:
Applicants must be legally authorized to work in the United States. We are unable to provide visa sponsorship at this time.