Office Assistant Job Description
Commercial Pressure Washing Company
Position Title
Office Assistant
Job Summary
We are seeking a highly organized, detail-oriented, and dependable Office Assistant to support the daily operations of our established commercial pressure washing company. This position plays a key role in ensuring smooth office functions by providing administrative support, coordinating schedules, maintaining accurate records, assisting with customer communications, and supporting billing and project management activities.
The ideal candidate is professional, customer-focused, capable of multitasking in a fast-paced environment, and comfortable working with office software and basic bookkeeping functions.
Key Responsibilities
Administrative Support
- Manage incoming phone calls, emails, and other communications.
- Maintain accurate customer, employee, and project records.
- Perform data entry and database management.
- Organize, file, scan, and archive company documents.
- Prepare reports, correspondence, and other office documents.
- Assist management and field supervisors with administrative tasks.
Scheduling & Coordination
- Schedule pressure washing services and coordinate crew assignments.
- Manage company calendars, appointments, and meetings.
- Confirm customer appointments and update scheduling systems.
- Coordinate job documentation and project timelines.
- Assist with planning company meetings, trainings, and events.
Customer Service
- Serve as the first point of contact for customers and vendors.
- Answer customer inquiries regarding services, scheduling, and billing.
- Provide excellent customer service while maintaining professionalism.
- Follow up on estimates, completed jobs, and customer satisfaction requests.
- Resolve customer concerns or escalate issues as needed.
Financial & Bookkeeping Support
- Prepare and send invoices to customers.
- Track payments and assist with accounts receivable.
- Reconcile receipts, expenses, and vendor invoices.
- Assist with payroll, payroll documentation, and timekeeping records.
- Maintain accurate financial records using QuickBooks Online.
Project Support
- Maintain project files and service records.
- Track work orders, contracts, permits, and certificates of insurance.
- Assist with proposal preparation and contract administration.
- Monitor project deadlines and communicate updates to management and operations staff.
General Office Duties
- Manage incoming and outgoing mail.
- Order and maintain office supplies.
- Operate office equipment including printers, scanners, and copiers.
- Keep office areas organized and professional.
- Support multiple departments as needed.
Required Qualifications
- High school diploma or GED required.
- Minimum of 1-2 years of administrative or office experience preferred.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
- Experience with QuickBooks or similar accounting software preferred.
- Strong data entry and record-keeping skills.
- Valid driver's license preferred.
Knowledge, Skills, & Abilities
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- High attention to detail and accuracy.
- Ability to prioritize tasks and meet deadlines.
- Professional and positive attitude.
- Ability to work independently and as part of a team.
- Strong customer service skills.
- Ability to handle confidential information with discretion.
- Comfortable working in a fast-paced service industry environment.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Ability to occasionally lift and carry items up to 25 pounds.
- Ability to move throughout the office and access filing systems.
Work Environment
This position operates primarily in an office environment supporting commercial pressure washing operations. The Office Assistant works closely with management, customers, field crews, vendors, and subcontractors to ensure efficient scheduling, communication, billing, and project administration.
Compensation & Benefits
- Competitive hourly wage or salary based on experience.
- Medical, Dental, and Vision insurance (eligibility after 90 day probationary period).
- Retirement Contributions (eligibility after 1 year of service).
- Opportunities for professional growth and advancement.
- Supportive team-oriented work environment.
Job Type: Part-Time to Full-Time
Location: 3000 SE Hidden Way, Building 40, Suite D, Vancouver, WA 98661
Reports To: Company Owner
Equal Opportunity Employer: We are committed to creating an inclusive workplace and welcome applicants from diverse backgrounds and experiences.
Pay: $20.00 - $24.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Retirement plan
- Vision insurance
Ability to Commute:
- Vancouver, WA 98661 (Required)
Ability to Relocate:
- Vancouver, WA 98661: Relocate before starting work (Required)
Work Location: In person
