Administrative Assistant in Everett, Washington at Electric Mirror LLC

Position Summary

Provides administrative, operational, executive, and sales support to senior management and various departments. Requires strong organization, attention to detail, professionalism, discretion, and the ability to manage multiple priorities.

Job Duties & Responsibilities

Concur

• Gather and enter senior management credit card receipts and transactions into Concur with accurate coding.
• Follow up on missing receipts and review outstanding transactions weekly.
• Provide Ron with updates on unsubmitted transactions by cardholder.

Calendar Management

• Coordinate executive schedules, appointments, meetings, and events.
• Resolve scheduling conflicts and maintain confidential calendar information.

Front Desk Back-Up

• Provide front desk coverage as needed, including answering calls, assisting visitors, distributing mail and packages, maintaining supplies, and replenishing coffee stations.

Accounts Receivable Back-Up

• Provide backup support during AR absences.
• Collect mail, process incoming checks and deposits, and provide daily cash collection information to the CFO.

Travel Management

• Arrange flights, hotels, rental cars, and other travel accommodations for senior management.
• Maintain corporate accounts with preferred travel vendors and maximize company travel benefits.

Special Projects

• Complete special projects and administrative assignments as requested by the CEO, CFO, or senior management.

Travel Program Management

• Manage the company travel program through AMEX Business Travel and support employees with platform questions.
• Serve as the primary liaison with Hertz for the corporate rental program.
• Coordinate travel exceptions with the CFO for review and approval.
• Maintain the company travel policy and oversee the AMEX Business Travel/Concur integration.

Lead Management

• Manage and distribute incoming Zoho leads to the appropriate sales representatives.
• Serve as the initial contact for prospective dealers and route dealership inquiries and applications.
• Track lead sources, follow-up, and tradeshow leads.

Monitor Sales Inboxes

• Monitor sales inboxes, gather customer information, and route inquiries to the appropriate Account Manager.
• Qualify incoming requests and ensure timely follow-up.

Residential Sales Hunt Group Back-Up

• Provide backup customer support for the Residential Sales Hunt Group.
• Assist with order status, showroom locations, product availability, and stock inquiries.
• Take and route detailed messages to the appropriate sales representative.

Residential Sales Quoting Support

• Prepare and draft residential sales quotes from the RFQ inbox.
• Review requests for completeness, obtain missing information, and ensure quotes are completed accurately and timely.

Misc Sales Support

• Support the Product Management Coordinator with special projects, territory maps, sales spreadsheets, and reporting.
• Provide general administrative and data support to the sales organization.

Confidentiality

• Handle confidential company, financial, executive, employee, customer, and sales information with the highest level of discretion and professionalism.

Education & Experience

• High school diploma or GED required; college degree preferred.
• 2+ years of administrative, executive support, sales support, or related experience preferred.
• Experience with travel coordination, expense reporting, accounting support, or customer service is a plus.

Computer Skills

• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Concur, Zoho CRM, AMEX Business Travel, or similar systems preferred.
• Strong data-entry, spreadsheet, email, and general computer skills with the ability to learn new software.

Knowledge, Skills & Abilities

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Professional, dependable, and customer-service oriented.
• Ability to prioritize, multitask, meet deadlines, work independently, and exercise sound judgment.

Schedule & Compensation

• Monday - Friday, 7:00am - 4:00pm
• Job Type: Full-time
• Expected hours: 40 per week
• Pay: $25.00 - $28.00 / hour

Benefits

• Medical, Dental, & Vision
• 401(k) Plan
• Life & AD&D
• STD & LTD
• Paid Time Off
• FEDLogic
• Employee Assistance Program
• Paid Company Holidays
• Employee Discount Program
• Employee Referral Program

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