Office Assistant

Position Description: Office Assistant, full-time

Reports to: Controller and Resource Operations Manager

Dovetail is hiring a detail-oriented Office Assistant to assist with a variety of administrative and accounting tasks in our main office. Accounting duties include assisting our Accounts Payable specialist with printing and mailing checks, tracking credit card receipts, and subcontractor documentation and compliance. Office Assistant duties include scanning & processing invoices from incoming mail, assisting with ordering office supplies, light cleaning, and running errands as needed. The ideal candidate has at least two years of computer experience and is proficient in Microsoft Office, especially Excel, with a desire to learn and improve. Previous experience with accounting software is a plus. Must have a strong work ethic, positive attitude, enthusiasm, and an eagerness to help wherever is needed

Accounting

Accounts Payable and Project Accounting

Under the direction of accounting team, print checks, obtain signatures, and mail checks.

Track and enter credit card receipts for all employees, ensuring receipts are job costed appropriately.

Subcontractor Documentation and Compliance

Send out Master Subcontract Agreements via DocuSign to new subs, and to all subs at renewal period. Verify correct info is returned and follow up on missing or incorrect information.

Send out Subcontract Addendums via DocuSign when requested. Verify returned info is correct and complete (site safety, fall safety plan, site specific COI) – follow up on missing or incorrect information.

Enter new vendors and subcontractors into accounting system.

Enter subcontracts into accounting system.

Verify all subcontractor licenses, insurance, worker’s comp, etc. is current on WA L&I website.

Miscellaneous Accounting

Take deposits to the bank as needed.

Assist Controller with various tasks and special projects.

Administrative & Office

Run errands as needed, e.g. post office, lunch pick-ups for meetings, etc.

Assist with in-person office duties such as ordering and organizing office supplies, light cleaning, and processing paperwork.

Scan Accounts Payable invoices from incoming mail.

Copy, scan and file documents as needed.

Assist Partners, Division Managers, Project Managers, and teammates with small tasks as needed.

Job Requirements

This is not a remote position; hours are in-office from 8:00am – 5:00pm with some flexibility.

2+ years computer experience required (with proficiency in Microsoft Office, especially Excel)

Previous experience with accounting software is preferred.

Eager to learn and improve.

Courteous and pleasant demeanor, on phone and in person, with strong communication skills.

Strong problem-solving skills.

Strong work ethic and positive attitude, enthusiasm, and eagerness to help where needed.

Shows initiative and resourcefulness but isn’t afraid to ask for help.

Detail oriented with accuracy and focus in fast-paced environment.

Ability to work independently and with team members.

Compensation

$25-$32/hour DOE

Benefits

Full benefits: medical, dental, vision

Paid holidays and vacation

401k and employer match, after waiting period

Dynamic, fast-paced work environment with friendly and supportive staff

Casual dress attire

About Dovetail: Dovetail’s purpose is to elevate craft and craftspeople. Our talented team is committed to impeccable quality, environmental sustainability, and lasting relationships. We build custom residential and commercial projects, specializing in significant architecture, with both a wood shop and metal shop to support fine design.

Founded in 1991, Dovetail has a reputation for capturing the soul of a space - from large-scale foundation work, structural steel, and architectural concrete, to fine finish carpentry and custom furniture. Dovetail’s wood shop is FSC® certified to provide casework and furniture from responsibly managed forests. Our diverse skills manifest in meaningful and memorable projects that define the character of the Northwest’s built environment.

Dovetail’s management is dedicated to honest, open communication and leads with an inspired purpose and vision. We have dedicated core values that guide our work, and we coach servant leadership company wide. Here, we pursue our vocations and are committed to the success of each employee. Dovetail is a growing company that builds meaningful projects with a great team.

To Apply:

Please send cover letter & resume outlining work history, employment dates, and references to with “Office Assistant” in the subject line. Only Resumes with Cover Letters will be considered.