Admin / Office Coordinator
About the Opportunity

Our client in Vancouver, WA is looking for an Executive Assistant to support the Facilities Director and partner closely with executive and administrative leadership. This role is a mix of high-level administrative support, project coordination, and day-to-day organization for a busy and evolving department.

They’re looking for someone who is proactive, adaptable, and comfortable stepping into situations where priorities may shift and processes are still being built out. The right person enjoys keeping things organized, communicating clearly, and helping leadership stay on track.

This position will also play an important role as the organization prepares for a new ERP system implementation, including helping with document organization, database cleanup, and improving internal processes.

Key Responsibilities

• Provide administrative and clerical support to Facilities leadership and executive staff.
• Manage calendars, schedule meetings, and help coordinate communication across departments.
• Prepare and organize packets, reports, and documents for Finance, Facilities, and leadership review.
• Create purchase orders and assist with vendor communication, including quotes and follow-up.
• Maintain organized digital and paper filing systems, including scanning and archiving records.
• Support document cleanup and database maintenance related to the upcoming ERP implementation.
• Track timelines, documents, and workflow progress across multiple projects and priorities.
• Assist with general clerical duties including processing forms, updating records, and coordinating internally.
• Help maintain organized systems and clear documentation to support efficient daily operations.

Qualifications

• Professional, approachable communication style with the ability to work well with a variety of leadership personalities and communication styles.
• Self-motivated and adaptable, with the ability to stay organized in a changing environment.
• Comfortable managing multiple priorities and working independently when needed.
• Strong attention to detail and willingness to take initiative where support is needed.

$55,000 – $60,000

Please email your resume for immediate consideration.

Tia McKeen, Senior Managing Director – Staffing

Timing is everything. Whether you are aggressively in a job search or simply passive for the ideal position, we would like to have the chance to share our opportunities with you. We specialize in placement for accounting and finance professionals. Many of our positions are not posted on the internet. Please contact me for more information about this role as well as other opportunities.

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