Overview
Operations/Accounting Administrative Assistant Jobs in Seattle, WA at Magnusson Klemencic Associates
Description:
Magnusson Klemencic Associates (MKA) is an award-winning, 150-person structural and civil engineering firm headquartered in Seattle for 105 years. We are seeking a full-time Front Desk / Operations Administrative Assistant to work collaboratively with our operations team.
This full-time position splits time between two roles: Administrative support throughout the office and support for our accounting team. The position requires teamwork and communication as multiple duties are shared across the operations team. The position reports to MKA’s Human Resources Manager.
This position shares responsibility for primary contact with guests, vendors, employees, and clients. This position upholds the first impression of the firm by providing a warm, professional demeanor in all communications both over the phone and in person.
Responsibilities
Front Desk Duties
Maintains appearance of lobby area
Maintains security of lobby and offices
Greets all visitors, alerts employees of visitor arrivals, directs visitors to designated conference rooms for meetings or to the lobby waiting area
Answers the phone throughout the day using the multiple line system – transfers calls, sends calls to voicemail, etc.
Provides general information requested by callers and guests
Reserves conference rooms for employees via online calendars as needed
Accepts all deliveries, sorts, and processes all mail for delivery daily
Maintains FedEx processes: preparing shipping labels and packaging shipments as needed, ordering FedEx supplies as necessary, maintains FedEx receipts for PO processing
Administrative and Operations Duties
Maintains appearance of kitchens, conference rooms, and other public areas
Restocks supplies in kitchens, workroom, and copier areas
Sets up and breaks down conference rooms after meetings
Serves as liaison to building maintenance staff and property management staff
Maintains up to date office information on MKA’s WITT intranet to assist employees
Partners with our other admin assistant to ensure that opening and closing procedures for the office are completed daily
Circulates through the office multiple times each day to maintain world-class appearance of MKA’s office, assist staff, and identify potential issues
Identifies issues with and proposes strategies to improve MKA’s supply/equipment inventory and office environment, arranging repairs and/or disposal when necessary
Accounting Duties
Assists accounting by mailing invoices and scanning
Enter and process employee expense reports and process payments
Match and file vendor invoices
Physical Demands
Some physical activity is required. This position would require the ability to lift boxes, restock supplies, occasionally move lightweight furniture, etc., but reasonable accommodation may be provided.
Schedule
Monday through Friday, 8:30am – 5:30pm, one hour lunch
Requirements:
3+ years of reliable work history
High degree of professionalism
Organizational, multitasking, and prioritizing skills
Strong interpersonal (verbal and written) communication skills
Strong work ethic with “can-do” attitude
Title: Operations/Accounting Administrative Assistant
Company: Magnusson Klemencic Associates
Location: Seattle, WA
Category:
