Office Administrator

The Opportunity

AirReps, a member of Daikin Industries, is currently looking for a professional and skilled individual to join our team as an Office Administrator at our Bellevue, WA office.

The Office Administrator role involves providing support for the assigned department, including general office duties, accounting, bid coordination, and customer service. Responsibilities also include managing calendars, meetings, travel, correspondence, and budget. Additionally, the role entails developing and preparing presentations and reports to ensure work aligns with business unit needs and objectives. This position offers a great opportunity for someone who thrives in a fast-paced environment and has a passion for organization with ample room for growth.

Our Company

Air Reps offers distinct advantages in solving challenging problems that often arise in HVAC design and installation projects. We don’t believe in a one-size-fits-all approach to any HVAC challenge. Instead, Air Reps employs some of the most creative minds in the business who can provide innovative answers that stand the test of time.

Why work with us?

> Benefits are effective on day one for all full-time direct hires

> Training programs are available to help guide team members and develop new skills

> Growth Opportunities - there are immense opportunities to grow your career

> You will be part of a Global Company - our family brands are backed by  

• Provide varied complex and confidential administrative assistance
• Manage contact lists including phone and email
• Organize and maintain general and confidential files
• Create, update, and maintain electronic and hard copy documents/files
• Process invoices, A/P vouchers and expenses reports
• Prepare documents, filing and other general office duties as required.
• Handle incoming and outgoing phones, correspondence; process incoming and outgoing mail
• Read and analyze memos, submissions, and reports to determine their significance and plan their distribution
• Follow up on projects, transmits information, and keeps informed of department activities, schedules, and arranges for meetings
• Organize own work, set priorities, and meet critical deadlines
• Generate, analyze, and deliver various reports as required
• Assist with travel arrangements as needed
• Order and maintain supplies including office supplies, business cards, etc.
• Perform additional projects/duties to support ongoing business needs.
• Scheduling conference rooms
• Data entry for AP/ AR as needed
• Cash reconciliation petty cash
• Project data entry
• Monitor bid calendar.
• Project administration as needed
• SharePoint knowledge
• Knowledge of office products
• Monitor kitchen inventory levels, stock the fridge, and place orders for snacks, drinks, and food
• Applies practical knowledge of job area typically obtained through advanced education and work experience 
• Performs a range of straightforward assignments 
• Works independently with general supervision 

• 2 – 4 years of experience in a customer service-related role
• 3+ years in an administrative role  
• High School diploma and advanced education preferred  
• Effective and high-quality Customer Service/Relationship management skills via walk-ins, phone, and email
• Ability to effectively establish positive professional working relationships with internal, external customers and employees
• Proficient in the use of Microsoft Office; Word, Excel & Outlook and PowerPoint and database applications
• Professional verbal and written communication skills including questioning and listening skills
• High level of attention to detail and accuracy; effective problem-solving skills
• Ability to multitask and work independently with little supervision
• Strong organizational and time management skills including effective prioritization skills
• Ability to use discretion and handle sensitive confidential information
• Positive, professional attitude, with ability to diffuse negative situations
• Professionalism – patience, poise, and tact
• Always displays confidence and control 
• Ability to thrive in a faced paced, constantly changing environment
• Ability to apply strong work ethics and integrity on the job