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Office Coordinator

Job Description

The Office Coordinator position is responsible for performing a variety of clerical and administrative support services for a fast-paced, growing civil engineering, land use planning, and landscape architecture firm located in downtown Kirkland, with satellite offices in Mill Creek and Tukwila. The ideal candidate will assist Blueline’s staff company-wide, while multi-tasking on a variety of administrative and professional responsibilities. This position is a part-time position starting at 30 hours/week with the possibility of increasing to full time in the future. This position qualifies for benefits including medical, vision, dental, and short- and long-term disability insurance.

Essential Duties & Responsibilities

The essential duties and responsibilities of this position may include, but are not limited to, the following:

ADMINISTRATIVE AND PROJECT SUPPORT
  • Provides full administrative support to management and project team as needed.
  • Delivers (or picks up) documents and material to client’s place of business or local jurisdictions using the Blueline car or personal vehicle.
  • Makes copies, prints, and binds reports and other documents.
  • Arranges programs, company events, or conferences by arranging for facilities and caterer, issuing information or invitations, and coordinating speakers.
  • Prepares outgoing mail and correspondence, including e-mail and letters.
  • Organizes and maintains file system and files correspondence and other records.
  • Prepares agenda, notices, minutes, and resolutions for corporate meetings.
  • Maintains client/prospect database including updating client addresses.
  • Assists Blueline’s engineering, land use planning, landscape architecture, permitting, marketing, and accounting groups in Kirkland and the satellite offices.
ACCOUNTING SUPPORT
  • Compiles and sorts documents, such as invoices and checks, substantiating business transactions.
  • Monitors accounts receivable to ensure that payments are up to date.
  • Assists with monthly billing as needed.
FACILITY SUPPORT
  • Maintains high standards of safety and cleanliness in the office to help ensure that it is orderly and welcoming to guests and employees.
  • Notifies property management concerning need for repairs or additions to lighting, heating, ventilating equipment and works with vendors.
  • Orders and maintains office supplies and arranges for equipment maintenance.
RECEPTION
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
  • Answers questions about Blueline and provides address, directions, and other information.
  • Receives, sorts, and routes incoming mail.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Takes initiative and can achieve desired results with limited direction.
  • Has a positive attitude and a willingness to help.
  • Communicates effectively at all levels of the organization from leadership to entry level employees, as well as clients and external teaming partners.
  • Responds to feedback from management.
  • Maintains a high degree of accuracy in all of his/her work and documentation.
  • Excellent organization and time management skills.
  • Ability to learn and retain new information quickly.
EDUCATION/EXPERIENCE
  • High school diploma or general education degree (GED); one to three years of related experience and/or training; or equivalent combination of education and experience.
COMPUTER SKILLS
  • Knowledge of Microsoft Office, including Word, Excel, Outlook, and Project.
  • Ability to operate basic office equipment such as telephones, computers, fax, and copy machines.
CERTIFICATES AND LICENSES

Valid driver’s license and good driving record is required to use the Blueline car.

ANALYTICAL SKILLS

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

LANGUAGE ABILITY

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

 

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