Administrative Assistant 2, Project Position

Internal•Bellingham, WA

11d•Onsite

About The Position

The Administrative Assistant 2 plays a vital role in supporting the Central Logistics team during a defined 12-month project period. This position is responsible for facilitating clear communication, managing schedules, coordinating inventory, and providing technical support. Serving as a key liaison among logistics staff, faculty, and external partners, the Administrative Assistant 2 ensures smooth operations across warehouse activities, transport requests, and surplus management. With a strong focus on customer service and organizational efficiency, this role coordinates daily logistics, maintains accurate inventory records, and delivers both technical and administrative support to optimize workflow. As a temporary position, it is essential to achieving project milestones, meeting time-sensitive objectives, and sustaining operational continuity throughout the project timeline.

Requirements

High school diploma or equivalent.
1–2 years of office experience, including proficiency with Microsoft Office applications (Word, Excel, Outlook, etc.).
Valid Washington State driver’s license.
Strong verbal and written communication skills.
Experience with interoffice telecommunications and coordination.
Ability to manage multiple tasks in a professional office environment.

Nice To Haves

Demonstrated experience in shipping and receiving processes through current or past employment.
Familiarity with postal shipping and receiving procedures, including handling packages and documentation.
Experience managing surplus items, including listing items for sale on online platforms.
Forklift experience and/or current certification.
Forklift training and certification updates are provided as needed.

Responsibilities

Notify staff/faculty when packages or pallets arrive at the warehouse and request submission of transport request forms.
Send confirmation emails upon receiving transport request forms.
Answer and route inquiries related to surplus, transport requests and general logistics.
Contact customers to gather job details for current or future projects.
Maintain strong customer relationships by providing a high level of admin support of CLO team.
Provide assistance to visitors and truck drivers needing to navigate the campus.
Support the supervisor in determining dates and times for furniture moves and transport jobs.
Support the supervisor in the coordination of daily job assignments for logistics crew.
When directed, attend meetings to gather information for upcoming events and projects.
Support the organization and planning of transport request jobs.
Update whiteboard schedules for ongoing and upcoming projects.
Assist in surveying and planning logistics jobs.
Create and maintain Excel spreadsheets to track inventory of office equipment and other items.
Monitor inventory inflow for furniture and computer-related projects.
Take item counts and maintain warehouse inventory records.
Take photos of surplus furniture upon request.
File paperwork and create deposit slips for checks to be submitted to the Student Business Office.
Check order status on Western Marketplace and group shipments for accurate delivery.
Proficient in using the AiM and Web Form systems.
Assist with AiM/ReADY system transfer and testing.
Support the crew input timecards when needed.
Provide administrative support as necessary.
Assist with receiving and loading/unloading at docks.
Operate pallet jack for warehouse organization.
Organize and clean warehouse space.
Pick up misdelivered packages and surplus items on campus when needed.