Job Title: Office Manager
Location: Seattle, WA
Job Type: Full-Time Salary
About Us
Duwamish Services is a construction company specializing in marine construction and infrastructure projects headquartered in Seattle WA. We are seeking a highly organized, self sufficient Office Manager with attention to details who can keep the office running smoothly while supporting our project, estimating, and accounting functions.
Position Summary
The Office Manager will oversee day-to-day office operations and provide key support to our controller, estimating team, field crews, and company president. This role combines office management, bookkeeping and payroll data entry, bid/estimate document control, logistics coordination, and executive assistant duties.
You will be the central hub for information, paperwork, and communication in the office.
Key Responsibilities
Controller Support (Bookkeeping & Payroll Data Entry)
- Enter vendor invoices, receipts, and other financial data into accounting software
- Assist with payroll data entry: timesheets, hours, job codes, and related information
- Organize and maintain electronic and paper financial records, including bank statements
- Assist the controller with basic reconciliations and month-end preparation (as directed)
Estimate Document Control / Bids
- Organize and maintain bid/estimate files, both electronic and paper
- Prepare and assemble bid packages, including bonds, signed affidavits, and required forms
- Ensure bid documents comply with client/agency requirements prior to submission
- Track and distribute addenda to the appropriate internal team members
- Conform and compile final bid documents; track bid due dates, times, and submission methods
- Maintain a calendar of active bids and submission schedules
Logistics Support
- Coordinate and track shipments with multiple carriers (materials, equipment, documents)
- Communicate with vendors, carriers, and field staff to ensure timely deliveries
- Organize crew travel and lodging: book flights, rental cars, hotels, and update itineraries
- Maintain records of travel and shipping arrangements for cost tracking and reconciliation
Office Management
- Keep office and kitchen supplies stocked; manage inventory and reordering
- Answer and route phone calls; greet visitors and handle general inquiries
- Open, sort, and distribute incoming mail; prepare and send outgoing mail/shipments
- Coordinate and maintain office-related services (utilities, internet/IT support, copier, cleaning, etc.)
- Maintain a clean, organized, and professional office environment
Executive Assistant Support
- Support the company president as needed
- Assist with drafting letters, emails, and basic correspondence
- Help prepare meeting materials, agendas, and follow-up notes
- Handle confidential information with discretion and professionalism
Qualifications
Required:
- 3+ years of office administration experience (construction or related industry preferred)
- Strong computer skills; proficiency with Microsoft Office (Outlook, Word, Excel)
- Experience with basic data entry for accounting or bookkeeping
- Excellent organizational skills and attention to detail
- Professional verbal and written communication skills
- Ability to manage multiple tasks, deadlines, and changing priorities
Preferred:
- Experience with bid/estimate document control or public work bid submissions
- Experience in a construction, engineering, or trades environment
- Familiarity with accounting software (QuickBooks)
- Prior experience supporting an executive or senior manager
Skills & Competencies
- Highly organized, reliable, and self-directed
- Comfortable working in a fast-paced, deadline-driven environment
- Strong problem-solving and follow-through
- Able to coordinate with field crews, vendors, and professional staff
- Discreet and trustworthy with financial and confidential information
Work Environment & Schedule
- Office-based position at 7421 5th Ave. South Seattle, WA 98108
- Schedule: Monday–Friday - Hours Flexible.
- Occasional flexibility may be needed around bid dates or payroll deadlines
Compensation & Benefits
- Pay: 75K + depending on experience
- Health & dental insurance (100% for employee & 50% for dependants)
- Paid time off and holidays
- Retirement plan
- Flexible schedule
How to Apply
Please email your resume to [email protected] with the subject line “Office Manager – Duwamish Services.”
You may include a brief note or cover letter describing your relevant experience with bookkeeping, bids, and logistics. References required.
Pay: $35.00 - $50.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
