Administrative Assistant (Remote U.S. Based) $25/hour Starting Pay

Administrative Assistant (Remote•U.S. Based)•$25/hour

Starting Pay Position Type:

Part-Time Schedule:

Monday-Friday, 8:00 AM•2:00 PM (Pacific Time)

Starting Pay:

$25.00 per hour

Location:

Fully Remote (U.S. Based Applicants Only) Important Eligibility Requirement Due to payroll, tax, and employment requirements, applicants must currently reside in one of the following states: Arizona Colorado Idaho New Mexico Oregon Texas Washington Applications from individuals residing outside of these states will not be considered. About Us Ott-Sakai & Associates, LLC is a professional consulting firm specializing in construction support services, including cost estimating, scheduling, constructability reviews, value engineering, and project controls for transportation and infrastructure projects throughout the Pacific Northwest and beyond. While our work supports engineering and construction projects, no engineering or construction experience is required for this position. You will be joining a collaborative administrative team that plays an essential role in supporting company operations and maintaining organized project documentation. Position Overview We are seeking a reliable, organized, and detail-oriented Administrative Assistant to support our growing administrative team. This role is ideal for someone who enjoys working with spreadsheets, organizing digital records, maintaining documentation, and supporting day-to-day business operations. The Administrative Assistant will assist with invoice preparation, contract filing, document management, scheduling, and general administrative support. Comprehensive training will be provided for all company-specific processes and procedures. Accuracy, attention to detail, and strong critical thinking skills are critical to success in this role, as you will be responsible for maintaining project documentation, preparing invoices, identifying discrepancies, and managing important company records. Responsibilities Organize and maintain digital files and project records Create, update, and maintain spreadsheets using Microsoft Excel Assist with invoice preparation and tracking File contracts, rate schedules, and project documentation electronically Support document management and maintain records within Microsoft SharePoint and other company systems Schedule meetings and manage calendars as needed via Teams Draft, edit, proofread, format documents and correspondence Support team communications through Microsoft Outlook Assist with various administrative projects and special assignments Ensure accuracy, confidentiality, and organization of company records Perform data entry and document management with a high degree of attention to detail Communicate professionally with team members, clients, and business partners when needed Required Qualifications Exceptional attention to detail and organizational skills Strong critical thinking and problem-solving abilities Ability to analyze information, identify discrepancies, and ask questions when clarification is needed Ability to maintain a high level of accuracy when entering data, preparing invoices, and managing company records Must be authorized to work in the United States Must currently reside in Arizona, Colorado, Idaho, New Mexico, Oregon, Texas, or Washington Comfortable working with numbers, spreadsheets, and data entry on a daily basis Strong proficiency in Microsoft Excel, including creating and maintaining spreadsheets Professional written and verbal communication skills Working knowledge of: Microsoft Word Microsoft Excel Microsoft Outlook Microsoft SharePoint Calendar management tools Strong computer literacy and ability to learn new software applications Ability to manage multiple tasks, prioritize workload, and meet deadlines Ability to work independently in a fully remote environment Preferred Qualifications Previous administrative, office support, or clerical experience Experience working with invoices, contracts, or document management Experience proofreading documents and maintaining accurate records Experience in a remote work environment Experience with QuickBooks or similar software is a plus but not required Remote Work Requirements To be successful in this fully remote position, candidates must have access to a professional home office environment, including: A secure, private workspace suitable for business meetings and handling confidential information Two monitors/screens A reliable webcam A functioning microphone/headset for virtual meetings A keyboard with a numeric keypad High-speed internet with minimum speeds of 300 Mbps download and 300 Mbps upload. Applicants may be asked to provide a speed test during the interview process. Stable, high-quality internet capable of supporting real-time collaboration in shared files without delays or data sync issues The ability to maintain a distraction-free work environment during scheduled working hours These requirements must be in place prior to the start of employment. Ideal Candidate The ideal candidate is highly organized, dependable, detail-oriented, and proactive. They take pride in producing accurate work, enjoy keeping information organized, and are comfortable working with numbers and spreadsheets. They possess strong critical thinking skills, are comfortable learning new processes, can identify inconsistencies or missing information, and know when to ask questions to ensure work is completed accurately. The ideal candidate enjoys creating order from complex information, follows instructions carefully, and takes ownership of producing accurate, high-quality work. Because this role involves invoicing, contract documentation, and project records, accuracy, attention to detail and sound judgment are essential for success. Compensation & Benefits $25.00 per hour Part-time schedule: Monday-Friday, 8:00 AM•2:00 PM Pacific Time Opportunity for increased hours based on business needs and performance Holiday pay provided on each paycheck, based on hours worked Sick leave pay provided on each paycheck, based on hours worked Monthly allowance stipend for medical, office supplies, and telephone expenses (based on hours worked) Kaiser medical insurance option 401(k) eligibility after one year of employment Fully remote work environment Paid training and ongoing support Collaborative and supportive team culture How to Apply Please submit the following: Resume Cover Letter Responses to the Application Questions listed in this posting In your cover letter, please tell us why you are interested in this position, describe any relevant administrative experience, and explain why you believe you would be a strong fit for a detail-oriented remote administrative role. Applications submitted without a cover letter may not be considered. To confirm that you have carefully reviewed this posting, please include the phrase "Administrative Excellence" somewhere in your cover letter. Qualified candidates should be comfortable working independently in a remote environment and demonstrate strong organizational skills, attention to detail, and proficiency in Microsoft Excel.

Pay:

From $25.00 per hour

Benefits:

401(k) 401(k) matching Health insurance Application Question(s): Please describe your current home office setup, including: 1) Number of monitors/screens, 2) Internet provider and current upload/download speeds, 3) Webcam and microphone availability, 4) Workspace location (private office, dedicated workspace, etc.), and 5) Any additional equipment that supports your remote work environment. Please be as specific as possible. Incomplete answers may not be considered. This position requires working Monday-Friday from 8:00 AM to 2:00 PM Pacific Time. Are you able to consistently work this schedule? Do you currently reside in Arizona, Colorado, Idaho, New Mexico, Oregon, Texas, or Washington?

Work Location:

Remote