Administrative Support/Project Coordinator

  • Veda Environmental
  • Bellingham, WA, USA
  • Aug 27, 2018
Part time Admin Assistant/Environmental Support Communication - Public Outreach

Job Description

Veda is seeking an individual to serve as Administrative Assistant, Project Coordinator, and to support the owners/leadership in Business Development activities. This is a 15-20 hour per week position with possibility for growth. The successful applicant will work primarily out of the Bellingham office, but must be willing to travel a minimum of once per month to Seattle to ensure smooth operations. Travel expenses to/from Bellingham will be covered. 

Job functions include but are not limited to the following:

Office Manager

  • Maintain and update Veda licenses and certifications (city, state, federal and women-owned business licenses/certifications).
  • Manage and maintain Veda insurance policies – ensure bills are paid on-time and that current policies are accessible.
  • Assist with invoicing, collection of payments, reporting and other financial systems.
  • Manage and maintain Veda’s office support systems, including licenses such as Dropbox, Harvest, Adobe and Zoom.
  • Provide organizational and logistical support for conferences, meetings, and events, and provide other assistance with meetings including meeting planning, scheduling, distributing meeting materials, drafting minutes and meeting notes, etc.
  • Help prepare draft contracts between Veda and subcontractors and manage correspondence as needed.
  • Manage travel arrangements (flights, hotels, etc.).
  • Liaise with Veda tax preparer and accountant to ensure all materials are in place (W-2s, etc.) and that we are on track for filing.
  • Negotiate supply orders and vendor discounts.
  • Manage and maintain Veda’s Bellingham and Seattle offices including:
    • Lease agreements and rent payments (Bellingham)
    • Associated accounts, including Internet service and phone
    • Maintain and update equipment as needed
    • Inventory, order and stock office supplies, as needed

Business Development and Project Support

  • Track Requests for Proposals (RFPs) and lead response process, from drafting proposal to submitting final document
  • Organize and maintain business development folders to streamline RFP response process
  • Maintain and enhance Veda’s vendor/roster status with various procurement offices (including but not limited to: Municipal Services Research Center (MSRC), King County, WA State (WEBS)
  • Build and maintain Veda’s social media presence (Facebook and Instagram)
  • Maintain Veda’s website
  • Create draft content for quarterly Veda newsletters and distribute via Listserv
  • Project specific research and synthesis
  • Develop outreach messaging and materials

Job Level

Entry-level  

Sector

Consulting

Salary

$40-$46K (annual salary)