Administrative Assistant in Kent, Washington at Western Mechanical Contractors

Administrative Assistant
Location: Kent, WA
Job Type: Full-Time
Reports To: CFO
Position Summary
We are seeking a detail-oriented and organized Administrative Assistant to join our team. This role plays a critical part in maintaining accurate project documentation, coordinating subcontractor and vendor communications, processing billing, and ensuring contract compliance throughout the lifecycle of projects and service work.
The ideal candidate thrives in a fast-paced construction or service environment, has strong administrative and organizational skills, and is comfortable working with multiple systems, deadlines, and stakeholders at once.
Key Responsibilities

• Assist estimators with bid preparation and project coordination
• Add, organize, and track bids through the Blue Book program
• Send bid requests to vendors and subcontractors
• Collect, organize, and maintain subcontractor quotes
• Monitor and maintain subcontractor master contracts
• Execute contracts and purchase orders then issue purchase order to subcontractors and vendors
• Perform job-specific data entry and maintain accurate project records
• Obtain intents and documentation related to prevailing wage requirements
• Process and submit daily job reports to customers
• Coordinate onboarding paperwork for new subcontractors and vendors, including:
  • Contractor licenses
  • W-9 forms
  • Insurance certificates
  • Supporting compliance documentation
• Prepare service billing and reporting documentation in Foundation
• Submit service billings through customer portals or via email
• Maintain organized electronic and physical project files

Qualifications

• Previous experience in construction administration, service administration, or a related role preferred
• Experience with Foundation Software strongly preferred
• Strong organizational skills
• Ability to prioritize multiple projects and deadlines simultaneously
• Proficient in Microsoft Office Suite, especially Excel and Outlook
• Strong written and verbal communication skills
• Ability to work independently while supporting a collaborative team environment

Preferred Skills

• Knowledge of subcontractor compliance requirements
• Understanding of prevailing wage documentation and processes
• Experience processing invoices, purchase orders, and billing reports
• Comfortable communicating with vendors, subcontractors, and customers professionally