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Administrative Coordinator

• Part-Time, Weekday Mornings (Seattle) Presidential Transportation Seattle, WA Job Details Part-time $27
• $32 an hour 12 hours ago Benefits Paid training Employee discount Referral program Paid sick time Qualifications Administrative experience High school diploma or GED Full Job Description Presidential Transportation is a Seattle motorcoach and charter company, and we are hiring an Administrative Coordinator to keep the office side of the business running smoothly.

This is the person who makes sure clients are invoiced correctly, payroll records are right, files are current, and every call is answered by someone who can actually help. This is a part-time, on-site role to start: about 25 hours a week, weekday mornings, Monday through Friday, at our office in SODO. There is a path to full-time as the role grows. You will report to and train directly with our Operations Manager. We are looking for someone careful and organized who likes getting the details right and enjoys being the person the team relies on. If you have worked in billing, office administration, or payroll support and want steady weekday hours with a company that is part of the Seattle community, we would like to hear from you. Pay

• $27 to $32 per hour, depending on experience What You Will Do Invoicing and billing
• Build and send client invoices from completed trips
• Record payments and deposits in QuickBooks and reconcile them against our reservation system
• Follow up on outstanding invoices on a regular schedule and flag the ones that are past due
• Prepare deposit and final-payment reminders before upcoming trips Customer service
• Answer inbound calls, emails, and website inquiries
• Take trip details from clients and pass them to the team member who prepares the quote
• Send trip confirmations, handle change requests, and follow up with clients after their trips
• Keep our client reference information current as new questions come up Payroll and HR support
• Collect driver time records and check them against the trips that ran
• Prepare the figures for our quarterly state payroll reports (Labor and Industries, unemployment insurance, and Paid Leave and WA Cares)
• Collect and file new-hire paperwork, including I-9 and W-4 forms
• Maintain driver qualification files and follow up on expiring documents such as CDLs, DOT medical cards, and driving abstracts Records and compliance
• Keep insurance certificates, permits, and vehicle documents current and filed
• Pull documents when an audit or a client's vendor paperwork calls for them Office and team
• Handle supplies, mail, vendor accounts, and the day-to-day running of our SODO office
• Keep our shared digital files organized as new documents come in
• Draft and send team communications, such as notices to drivers and schedule and policy updates Requirements
• 2 years of experience in an administrative, office, billing, or bookkeeping role
• High school diploma or GED
• Strong with spreadsheets (Excel or Google Sheets), email, phone, and everyday online tools such as map and address lookups
• Able to work on-site in Seattle's SODO neighborhood, Monday through Friday mornings
• Able to handle confidential employee and payroll information, and company payments, with discretion
• A background check is completed after a conditional offer of employment, in accordance with Seattle's Fair Chance Employment Ordinance (SMC 14.17). Applicants will have a chance to explain or correct any background information. Nice to have
• Experience in transportation, logistics, or trucking
• Experience with QuickBooks, or with any reservation or booking software
• Some college coursework, or a bookkeeping, accounting, or office administration certificate We will train you on our own systems. Qualifications
• Careful with details: you catch the error before it goes out
• Clear, friendly communicator on the phone and in writing
• Organized, and able to keep many open items moving without dropping one

• Hands-on:

  most of your day is at the keyboard and on the phone, working through invoices, records, and requests
• Comfortable following a process, and asking questions when something does not add up
• Proficient in English, written and spoken Why Choose Presidential Transportation
• Set weekday morning hours, Monday through Friday, with no after-hours phone coverage
• Family-friendly schedule
• A path to full-time as the role grows
• Paid training, directly with our Operations Manager
• Training opportunities for career growth
• Paid sick leave
• Employee discount on company services and event tickets
• Complimentary event access
• Employee appreciation events
• Referral program Presidential Transportation has been part of how Seattle gets around for 25 years. We are proud to support community organizations, schools, and events, and our office team keeps that work running behind every trip. We are proud members of the Northwest Motorcoach Association and the SODO business community. How to Apply
• Apply online at https://presidentialtranspo.a-suite.app/app and choose the Administrative Coordinator opening
• Or email your current resume to Qualified applicants will be contacted for a phone interview, followed by an in-person interview at our SODO office.

Equal Opportunity Employer Presidential Transportation is an Equal Opportunity Employer and does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. Employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. This job description is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of Presidential Transportation LLC are expected to perform tasks as assigned by Presidential Transportation supervisory and management personnel, regardless of job title or routine job duties.

Pay:

$27.00

• $32.

00 per hour Expected hours: 25.0 per week

Benefits:

Employee discount Referral program People with a criminal record are encouraged to apply Application Question(s): How many years of administrative, office, billing, or bookkeeping experience do you have? Describe your experience creating and sending customer invoices. What system did you use? Which of these have you used? QuickBooks; Excel or Google Sheets; a booking, reservation, or dispatch system; a payroll or time-tracking system; none of these. Describe a time you caught an error in a bill, a timesheet, or a record before it went out. Are you comfortable answering inbound customer calls as part of your daily work? This role handles confidential employee and payroll information. Are you comfortable with that responsibility? This role works on-site Monday through Friday mornings, about 9:00 AM to 2:00 PM. Are you available for that schedule? Are you able to work on-site at our office in Seattle's SODO neighborhood? What interests you about working for a transportation company?

Work Location:

In person