Administrative Assistant-Seattle Division
About The Position
The Seattle Division has an opening for an Administrative Assistant for the Lobby, Safety and Food Safety Departments. The position will be based in Bellevue, Washington. Position Purpose: This position provides comprehensive administrative support for the Seattle Division’s lobby desk operations, safety programs, and food safety initiatives. The Administrative Assistant ensures smooth daily operations, supports safety compliance efforts, and acts as a reliable point of contact for visitors, employees, and cross‑functional teams. Key Responsibilities include, but are not limited to: Lobby Desk & Administrative Support Serve as the primary point of contact at the lobby desk, greeting visitors, managing sign‑ins, and directing inquiries to the appropriate departments. Provide general administrative support to department leaders, including scheduling, document management, correspondence, and meeting coordination. Answer incoming calls and route them efficiently. Manage mail and package distribution for designated departments. Safety & Security Support Assist with the administration of safety programs and protocols within the division. Maintain safety records, compliance logs, and incident documentation according to established guidelines. Coordinate with security teams to support visitor access, badge management, and facility safety procedures. Review incoming information and make decisions within clearly defined guidelines and parameters. Support the distribution and communication of safety updates, notices, and documentation. Food Safety Support Assist the Food Safety team in maintaining documentation, reports, and compliance materials. Help track food safety metrics, audit results, and follow‑up actions. Maintain accurate files related to food safety inspections, certifications, and regulatory correspondence. Provide reporting support through division systems (e.g., Oracle, SharePoint, internal tracking tools).
Requirements
- High school graduate with some college or related technical school desirable.
- Experience as an Administrative Asst. or Department Specialist desirable
- Strong written and verbal communication skills.
- Strong computer skills including Word, Excel, Outlook, and PowerPoint
- Be detail oriented, ability to organize, and strong analytical and accounting skills for reconciliation of complex payment files.
- Familiarity with Company systems (Oracle, SharePoint, Teams, QuickBase, etc.) is preferred.
Nice To Haves
- Familiarity with Company systems (Oracle, SharePoint, Teams, QuickBase, etc.) is preferred.
Responsibilities
- Serve as the primary point of contact at the lobby desk, greeting visitors, managing sign‑ins, and directing inquiries to the appropriate departments.
- Provide general administrative support to department leaders, including scheduling, document management, correspondence, and meeting coordination.
- Answer incoming calls and route them efficiently.
- Manage mail and package distribution for designated departments.
- Assist with the administration of safety programs and protocols within the division.
- Maintain safety records, compliance logs, and incident documentation according to established guidelines.
- Coordinate with security teams to support visitor access, badge management, and facility safety procedures.
- Review incoming information and make decisions within clearly defined guidelines and parameters.
- Support the distribution and communication of safety updates, notices, and documentation.
- Assist the Food Safety team in maintaining documentation, reports, and compliance materials.
- Help track food safety metrics, audit results, and follow‑up actions.
- Maintain accurate files related to food safety inspections, certifications, and regulatory correspondence.
- Provide reporting support through division systems (e.g., Oracle, SharePoint, internal tracking tools).
Benefits
- benefits include medical, dental, vision, disability and life insurance, sick pay (accrued based on hours worked), PTO/Vacation pay (accrued based on hours worked), paid holidays, bereavement pay, and retirement benefits (pension and/or 401k eligibility).
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
