Administrative Assistant Job at Columbia Fire, LLC in Seattle

Location: Seattle, WA (On-Site)
Reports to: Service Manager
Compensation: $25.00–$33.00 per hour (DOE) + Full Benefits Package

ABOUT COLUMBIA FIRE:

At Columbia Fire, we protect what matters most — people and property. We’re part of the fire protection industry, which means we help communities stay safe by installing, inspecting, servicing, and maintaining life safety systems like fire sprinklers, alarms, extinguishers, and suppression systems. Our work quite literally saves lives and preserves property.

We’re proud of what we do, and even prouder of the people who make it happen. At Columbia Fire, you’ll join a team of driven, skilled professionals who care about our customers and each other. We work hard, take pride in our craft, and keep things light and enjoyable in the office.

If you’re looking for a workplace where you can bring your positive energy and be part of something meaningful — and have fun while you’re at it — we’d love to meet you.

ABOUT THE ROLE:

We are seeking a full-time, in-person Administrative Assistant to support our Seattle office.

You’ll be at the heart of our operations, providing administrative support across all departments, being the friendly first voice customers hear when they call, and helping to keep things running smoothly behind the scenes.

We’re looking for someone with a buoyant, positive personality, who shines both in person and over the phone, and who understands that our customers come first. You’ll handle a variety of administrative tasks with professionalism and a smile — from answering calls and entering data to supporting purchasing, accounting, and scheduling.

This is a great opportunity for someone who thrives in a fast-paced, team-oriented environment and wants to contribute to a meaningful mission while growing their skills.

WHAT YOU’LL DO

• Be the first point of contact for incoming phone calls, greeting callers warmly, routing them appropriately, and ensuring a positive customer experience.
• Provide administrative support to the Office Manager and all company departments, including accounting, service, sales, operations, and purchasing.
• ServiceTrade (service order management system). Including job setup
• Assist shop and purchasing personnel:
• Create and enter purchase orders
• Receive material against purchase orders
• Support accounts payable by scanning & entering vendor invoices
• May assist in scheduling inspections with fire marshals/AHJs via online portals, email, or phone calls.
• Maintain organized and accurate records, both digital and paper.
• Help prepare internal reports, memos, correspondence, and other documents as needed.
• Order office supplies and support general office maintenance & tidiness.
• Assist with incoming and outgoing mail, packages, and deliveries.
• Collaborate with colleagues to improve administrative processes and efficiency.
• Maintain confidentiality of sensitive company and customer information at all times.
• Contribute to a fun, positive, professional office atmosphere — drama-free, upbeat, and team-oriented.

WHO YOU ARE

• You’re upbeat, reliable, and love helping people — both customers and teammates.
• You bring a customer-centric mindset, understanding that our customers’ needs always come first.
• You’re comfortable juggling multiple priorities and working independently, but also enjoy being part of a collaborative team.
• You’re fluent in English, with strong verbal and written communication skills.
• You’re computer-savvy and type fluently.
• You can adapt and learn new software quickly.
• You keep things light, fun, and professional — even when it’s busy.

MINIMUM QUALIFICATIONS

• High School Diploma or GED required.
• 1+ year of administrative or office experience preferred.
• Fluency in English (spoken and written) is mandatory.
• Excellent customer service skills and positive phone demeanor.
• Strong computer skills; proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn industry-specific software.
• Typing proficiency and accuracy.
• Must be authorized to work in the United States.

PREFERRED QUALIFICATIONS

• Associate or bachelor’s degree in business, accounting, communications, or related field.
• Bilingual or professional fluency in Spanish, Chinese, or another language highly preferred (but not required).
• Prior experience in scheduling, dispatching, sales support, or customer service.
• Familiarity with Acumatica, ServiceTrade, or similar ERP/service management software.
• Experience working in construction, trades, or fire protection industries.

WHY JOIN COLUMBIA FIRE?

• Meaningful work — what we do helps save lives & protect property.
• Team culture — good people who care about customers & each other.
• Growth opportunities — develop your skills & grow within the company.
• Fun & positive office vibe — we work hard & keep things enjoyable.
• Professional & personal pride — in the craft & the mission.

COMPENSATION & BENFITS

• Base Pay: $25.00–$33.00 per hour, DOE
• Schedule: Full-time, Monday–Friday, on-site in Seattle
• Benefits include:
• Paid time off (PTO) & paid holidays
• 401(k) retirement plan with company match
• Company-provided life & disability insurance
• Positive, supportive work environment

If you’re excited about joining a company that values its people, takes pride in its mission, and offers meaningful work in a positive setting — we want to hear from you!

Columbia Fire is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Equal Opportunity Employer, including disabled and veterans.