Operations/Accounting Administrative Assistant

Magnusson Klemencic Associates (MKA) is an award-winning, 150-person structural and civil engineering firm headquartered in Seattle for 104 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

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