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Part Time Administrative Assistant

Overview

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Ad number:#404721939
Contact:Monica Lugo
City:SEATTLE
Zip:98144
Compensation:24.00 per hour
Posted in: Seattle Office Jobs

Description

North Western Machinery is currently seeking a Part-time Administrative Assistant for our office located in Seattle.

We are a Machine Tool Dealer established in 2002 serving the Pacific Northwest.

General Duties:

  • Answering phone/transferring calls as needed, greeting/assisting occasional guests at the front of the office
  • Mail / UPS - retrieve, open, sort and distribute office mail daily, prepare UPS shipping labels and/or USPS certified mailings,
  • Perform clerical functions: filing documents, scanning paperwork, data entry, faxing, and copying and other duties/tasks as needed
  • Maintaining office supplies and stocking coffee area
  • Coordinating technology troubleshooting and assistance
  • Update Vendor and Customer List for sending Christmas Cards, Calendars, Gift Baskets, Thank you cards, etc.
  • Scheduling and coordinating travel, events
  • Pulling requested reports and invoices
  • Sourcing vendors and contracts

Administrative Duties:

  • Create and modify documents such as Purchase Orders, Invoices, Quotes, Packing lists, Letters using database, word processing, spreadsheet, publisher, and power point.
  • Coordinate Freight/Transportation for machines as needed
  • Enter and maintain Company & Corporation information as MBE into Customer and Agencies platforms/websites
  • Monitoring Upcoming Projects
  • Maintain WA State, City of Seattle, L&I and other agencies up to date Licenses, Permits, and Certifications.
  • Enter new customer information into the system; ensure Sales Tax Exemption Certificates are current when applicable  
  • Maintain accounts receivable tasks: mailing/emailing invoices to customers, sending email reminders/calling with open invoices, processing payments via Intuit Merchant or check scanner/deposit and receiving payments into QuickBooks.
  • Maintain accounts payable information such as bills into hard copy folder and electronic version into QuickBooks/Server, mail payment checks or provide a credit card to vendors.
  • Update Basic information into Website/Social media
  •  Maintain work order spreadsheet/folders/systems
  • Maintain office electronic and hard copy files
  • Other duties as assigned by management.

 

Qualifications:

  • · Administrative assistant with at least 2 years + experience
  • · Proficiency in MS Word, MS Excel and MS Outlook a must
  • · Knowledge of operating standard office equipment
  • · Excellent communication skills - written and verbal
  • · Ability to prioritize responsibilities/projects and follow through
  •   Good research skills and attention to detail
  •   Ability to work independently with minimal guidance as needed.

Principals only. Recruiters, please don't contact this job poster.

Do NOT contact us with unsolicited services or offers

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