Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support construction and development operations in Seattle, Washington. This Contract position plays an important role in keeping office activities organized, assisting leadership with daily administrative needs, and helping maintain accurate project and vendor documentation. The ideal candidate brings strong coordination skills, a service-minded approach, and the ability to manage multiple priorities in a well-organized office environment.

Responsibilities:
• Support executive and department leadership with calendar management, meeting coordination, correspondence, and preparation of reports and business documents.
• Assist with monthly draw administration by compiling invoice and waiver records, organizing electronic documentation, and preparing supporting report packages.
• Process office records by scanning, filing, and maintaining both physical and digital documents, including invoices, checks, and project-related files.
• Provide contract administration assistance by helping track subcontracts, purchase orders, change orders, insurance certificates, and waiver documentation.
• Enter and maintain vendor information in company systems, ensuring files remain current, complete, and easy to retrieve.
• Help keep the front office, conference rooms, and shared spaces organized, welcoming, and ready to receive guests and team members.
• Coordinate everyday office services such as mail distribution, supply ordering, equipment upkeep, parking arrangements, and communication with building management.
• Support financial and operational workflows by processing expense reports and assisting with weekly project and overhead invoice handling.
• Maintain office calendars and help organize company meetings and events to ensure smooth scheduling and execution.