Administrative Assistant

Location: Seattle, WA (On-Site)

Reports to:

Service Manager
Compensation: $25.00–$33.00 per hour (DOE) + Full Benefits Package

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.

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.

• 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.
• Service Trade (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.

• 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.

• 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.

• Associate or bachelor’s degree in business, accounting, communications, or related field.
• Bilingual or professional fluency in Spanish, Chinese, or another…