Administrative Assistance

UniSea; Redmond (WA); On-site; USD 49,000 - 56,000; Full time

Benefits offered by this job

EV charging

Medical/Dental/Vision insurance

FSA/Dependent Care Accounts

401(k) with employer match

Life insurance

Paid vacation/sick/holidays

Job summary

UniSea, Inc. in Redmond, WA seeks an outgoing Administrative Assistant to support the Corporate Office and collaborate with Executive Leadership and HR. You will handle front-desk duties, greet visitors, answer calls, and assist with reports, letters, and presentations.

The role requires strong Microsoft Office skills, attention to detail, and ability to manage confidential information. In-office Monday–Friday 8–5; notary license may be required.

Qualifications

• Requires High School diploma or equivalent and Microsoft Office training.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) is required.
• Must be able to obtain Washington State Notary License upon hire.
• Minimum 2 years of reception/administrative/customer service experience.
• In-person work Monday–Friday, 8–5 PM, at Corporate Office.

Responsibilities

• Answer, screen, and transfer incoming calls; assist HR with recruiting calls; maintain company phone lists; monitor and respond to general emails.
• Welcome visitors and employees; issue guest badges; maintain visitor logs and security procedures.
• Assist executives with clerical tasks: schedule meetings, prepare reports, letters, memos, and presentations; handle expense reports.
• Provide general office support: open/close office, manage mail, prepare shipments, and organize office supplies in ERP.
• Maintain and update HR records, support post-offer screening during seasonal hiring, and assist HR with filing and data entry.

Skills

Microsoft Suite

Customer service

Reception experience

Data entry

Notary license

Bilingual capability

Education

High School diploma or equivalent

Microsoft Office training

Tools

ERP system

Job description

UniSea is looking for an outgoing and detail-oriented Administrative Assistant to join our Corporate Office in Redmond, WA. The Administrative Assistant is the first-person employees, vendors, and customers will meet at the office and will work closely with Executive Leadership and the HR Department on various administrative tasks.

Our Administrative Assistant will be responsible for providing excellent customer service by promptly answering and directing phone calls to appropriate departments and greeting and assisting visitors to UniSea’s Corporate office. Assisting Executive management with various administrative tasks including creating reports, presentations, and documents as requested. As well as assisting the HR department with a variety of administrative and office support tasks including clerical, recruiting communications, and social media.

Essential Duties

• Answers, screens, and transfers incoming telephone calls. Take and relay messages as requested. Assist HR department by answering general recruiting and hiring related phone calls. Update Company phone lists as needed. Monitor and respond to emails sent to UniSea’s general email inboxes.
• Welcome and greet visitors and employees arriving at Corporate Office in a professional and courteous manner. Follow company policies and procedures by maintaining visitor logs, assigning and collecting guest badges and physical keys as necessary. Create employee badges as requested.
• Assist Executive management with clerical and administrative tasks by scheduling meetings, preparing reports, documents, letters, memos, presentations, and expense reports as requested while maintaining strict confidentiality.
• Provide general office support including:
• Opening and closing the office
• Pick-up, sort and distribute office mail and deliveries. Prepare postage and drop-off outgoing mail and packages.
• Prepare and schedule outgoing FedEx/UPS shipments
• Organize and maintain inventory of office supplies. Order and receive orders in ERP system.
• Provide notary services
• Refill office beverage fridges and candy dishes
• Submit maintenance requests for Corporate Office
• Manage UniSea’s social media presence by posting industry messaging on UniSea’s accounts, responding to inquiries, and expanding UniSea’s social media presence. Update UniSea’s website with employment related information and job postings.
• Assist employees and applicants with access to their accounts in UniSea’s HRIS. Accurately enter contact information updates and HR related data entry in a timely manner, as requested.
• During seasonal hiring, assist HR department by opening post-offer screenings, updating spreadsheets, sending reminder emails to employees, and renaming and digitally filing employee paperwork.
• Assist HR department with creating, maintaining and filing digital employee records and files. Scan and digitally file paper employee documents and files, as needed.
• Track and maintain records of UniSea business and vehicle license renewals. Enroll employees and maintain records for Electric Vehicle charging stations. Collect, compile, and update on annual basis certificates of insurance from current vendors.
• Collaborate with Executive Leadership and the HR department to coordinate events, luncheons, dinners, and parties for employees and clients, overseeing all aspects of planning, communications, set up and teardown.
• Perform other duties as directed.

Position Requirements

• High School diploma or equivalent is required.
• Additional training or classes focusing on Microsoft Suite (Word, Excel, PowerPoint, Teams, Outlook and SharePoint/OneDrive) are required. Previous work experience with Microsoft Suite is acceptable.
• Must have or be able to obtain Washington State Notary License, upon hire.
• Must have at least 2 years of previous experience working in reception, administrative, or customer service jobs.
• Must be able and willing to work Monday-Friday from 8-5PM in person at our Corporate Office.
• Must have excellent customer service skills. Our customers and employees may require help over email, phone calls, or in person.
• Bilingual in Japanese, Spanish, or Tagalog, preferred but not required.
• Must be detail oriented and able to identify inaccuracies and typos in data and maintain accurate records, documents and spreadsheets.
• Must be able to always maintain confidential employee information.
• Must be able to work in a normal office environment by sitting at a desk, operating a computer, typing, answering phone calls, and scanning documents. Occasional lifting of objects weighing up to 15 pounds may be required.
• Must be able to pass a post offer drug screen and criminal background check.

This is a salaried non-exempt position, that is eligible for overtime, with a starting annual salary of $49,335 - $56,050 per year or $23.72 - $26.95 per hour.

UniSea offers a rich benefits package including:

• 4 hours of free EV/plug-in hybrid vehicle charging at the Office during business hours.
• Medical/Dental/Vision insurance available after 60-day eligibility period is satisfied
• A variety of different voluntary coverages are offered - including AFLAC policies and additional life insurance for self and family members
• Flexible Spending Account (FSA) and Dependent Care Accounts are available after 60-day eligibility period is satisfied
• 401(k) plan and additional 3% employer contribution - after 6-month eligibility period is satisfied. UniSea matches 100% of your contributions up to the first 5%, plus makes an additional 3% employer contribution.
• Employer paid life insurance
• Paid vacation, sick leave, and holidays

UniSea is an Equal Employment Opportunity employer.