Administrative Assistant

Administrative Assistant

Location: Kent, WA (On-Site, 5 Days/Week) Scope: National Responsibility (with Emphasis on Washington State) Department: Northwest Inside Sale Reports To: Customer Service Position Type: Full-Time

About the Company

Are you ready to embark on an exciting journey where creativity meets craftsmanship? At Arcadia Inc, we're innovators in the world of specialty manufacturing and design. Known for our exceptional precision and quality, we take pride in creating customized solutions that exceed expectations across various industries.

From our state-of-the-art architectural elements that enhance commercial spaces to our advanced engineering solutions that drive efficiency, we're at the forefront of transforming visions into reality. Our team has brought to life stunning installations in high-profile projects, from modern office buildings to innovative retail spaces that captivate and inspire.

Our diverse group of talented professionals is passionate about pushing boundaries and delivering exceptional results. Whether you're a skilled craftsman, a creative designer, or a project manager, you'll find exciting challenges that will allow you to grow and make a real impact.

If you're eager to be part of a dynamic team that values creativity, quality, and innovation, Arcadia Inc is the perfect place for you. Join us in shaping the future of design and manufacturing—your next great adventure awaits!

About the Role

The Administrative Assistant provides comprehensive administrative and operational support to the Branch Manager while ensuring the efficient day-to-day operation of the branch office. This position serves as the central point of contact for office communications, document management, facility coordination, and vendor administration. The role also provides support to accounting, credit, and human resources functions as business needs require.

Key Responsibilities

• This role requires a candidate who is fully capable of managing credit responsibilities and supporting the satellite's credit workflow as part of their core work scope.
• Serve as the primary point of contact for incoming phone calls, visitors, and general office inquiries.
• Provide administrative support to the Branch Manager by coordinating daily workflow, correspondence, schedules, and operational priorities.
• Prepare, organize, maintain, and distribute business correspondence, reports, files, and other documentation.
• Coordinate office activities and ensure the efficient flow of information throughout the branch.
• Oversee facility administration by coordinating building maintenance, repairs, office services, and workplace vendors.
• Manage vendor relationships, including scheduling services, tracking work orders, and ensuring timely completion of maintenance activities.
• Provide administrative support for accounting and credit functions, including maintaining records and assisting with routine administrative processes.
• Assist with HR administrative activities such as maintaining personnel documentation, supporting onboarding, and coordinating employment-related paperwork as assigned.
• Maintain office supplies, equipment, and administrative resources to support uninterrupted business operations.
• Perform additional administrative and operational duties as assigned to support the overall success of the branch.

Minimum Qualifications

• High school diploma or equivalent; Associate's degree preferred.
• At least 2 years of administrative or office support experience, ideally in a manufacturing or industrial setting.
• Proficiency in Microsoft Office Suite and calendar management tools.
• Strong organizational abilities with proven skill in managing multiple priorities.
• Excellent written and verbal communication skills.

Preferred Qualifications

• Experience with travel booking platforms and expense reporting systems.
• Familiarity with manufacturing records management, document control, or compliance documentation.
• Ability to work independently and collaboratively in a fast-paced environment.
• Knowledge of safety and regulatory requirements in manufacturing office settings.
• Additional language skills or experience supporting cross-functional technical teams.

Skills

• Administrative coordination — Ensures schedules, meetings, and deadlines are managed with precision.
• Communication management — Supports seamless information flow across departments and external partners.
• Travel logistics — Minimizes disruptions by organizing efficient, well-structured itineraries.
• Records management — Maintains compliance, accessibility, and continuity of critical documentation.
• Manufacturing office familiarity — Enhances the assistant's ability to anticipate needs and support technical teams effectively.

These skills collectively strengthen Arcadia's operational efficiency, enabling engineering, production, and design teams to focus on delivering the exceptional craftsmanship and innovation our clients expect.

Work Authorization

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Equal Opportunity Statement

Arcadia Inc. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.