Administrative Assistant

Description

ACI Coatings is looking for an organized, dependable Administrative Assistant to support our Accounting and Human Resources functions. This position is ideal for someone who enjoys detailed administrative work, working with numbers and systems, and helping keep important processes organized and on schedule.

This is a hands-on support role with responsibilities ranging from accounts payable data entry and credit card reconciliation to employee benefits administration and HR coordination.

Key Responsibilities

Accounting & Accounts Payable

• Enter vendor bills and supporting documentation into Odoo

• Process and digitally distribute paint and vendor invoices

• Enter company credit card receipts and expenses

• Perform weekly reconciliations of company credit cards

• Prepare monthly company credit card expense reports

• Assist with weekly bill payment, including check processing, printing and mailing

• Maintain accurate and organized AP documentation and electronic records

• Order and coordinate office, shop, safety and uniform supplies

• Communicate with vendors and internal team members to obtain missing receipts, invoices and other documentation

Human Resources & Benefits

• Maintain employee information in Odoo and coordinate employee IDs with Paylocity for timesheet synchronization

• Assist with maintenance of employee health, dental, vision, supplemental insurance and 401(k) accounts

• Coordinate administrative aspects of annual benefits enrollment

• Assist with FMLA applications, documentation and claim tracking

• Coordinate with outside consultants on state employment claims and related administrative matters

• Assist with unemployment claim review, documentation and tracking

• Maintain organized and confidential employee and benefits records

• Follow up with employees, managers, benefit providers and outside partners to keep HR processes moving

What We're Looking For

The right person for this role is highly organized, detail-oriented and comfortable working with confidential and financial information. You don't need to be an accountant or HR professional, but you do need to be accurate, dependable and willing to learn.

About ACI Coatings

ACI Coatings is a family-owned painting and coatings contractor founded in 1996. Our business has grown across multiple markets and includes Architectural, Commercial and Industrial coatings.

As we continue to grow, strong administrative systems and dependable people behind the scenes are critical to keeping our employees, vendors and operations supported.

Our company mantra is simple: Deliver as Promised. We're looking for someone who brings that same level of dependability to their work every day.

Compensation & Benefits

Pay: $20.00–$24.00 per hour, depending on experience

ACI Coatings offers a comprehensive benefits package that includes:

• Medical insurance – 75% employer paid

• Dental insurance – 75% employer paid

• Vision insurance – 100% employer paid

• 401(k) with company match

• Paid time off

• Training and opportunities for professional growth

Schedule: Full-time, Monday–Friday

Location: Spokane Valley, WA

If you're organized, dependable, comfortable with numbers and enjoy being the person who makes sure the details get handled correctly, we'd like to hear from you.

Apply today to join the ACI Coatings team.

Requirements

Preferred Qualifications:

• Previous administrative, accounting, accounts payable, bookkeeping or HR support experience

• Strong data-entry skills with excellent attention to detail

• Comfortable working with spreadsheets and business software

• Ability to learn new systems and procedures quickly

• Strong written and verbal communication skills

• Ability to manage multiple recurring deadlines and follow-up items

• Professional judgment when handling confidential employee and financial information

• Ability to work independently while supporting multiple members of the administrative team

 Experience with Odoo, Paylocity or similar ERP, accounting or HRIS systems is a plus but not required.