Administrative Assistant

Administrative Assistant Job Description

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Please answer all screening questions.

Cybertools Inc. is a growing Managed Service Provider (MSP) serving businesses across Washington and other states. We are seeking a highly organized and proactive Administrative Assistant to support the daily administrative and operational activities of the office.

This role provides administrative and operational support to the Office Manager, assisting with finance coordination, HR administration, procurement, inventory management, and office operations. The Administrative Assistant helps ensure smooth daily operations while enabling the Office Manager to focus on oversight, financial controls, and operational improvements.

The ideal candidate is detail-oriented, dependable, and capable of managing multiple priorities in a fast-paced professional environment.

Key Responsibilities

Administrative & Office Support

• Assist the Office Manager in coordinating day-to-day office administrative operations.
• Maintain organized digital and physical filing systems.
• Assist with internal communications and administrative workflow coordination.
• Provide front desk coverage when required, including greeting visitors and answering phone calls.
• Handle incoming and outgoing mail, packages, and deliveries.
• Assist with organizing company meetings, staff events, and office activities.

Procurement & Vendor Coordination

• Assist the Office Manager with procurement activities for technology equipment, office supplies, and service-related materials.
• Coordinate purchasing of Microsoft subscriptions, computer hardware, servers, and networking components.
• Track incoming and outgoing equipment inventory.
• Assist with vendor communications, order tracking, and delivery coordination.
• Support SaaS renewal tracking and vendor subscription management.
• Assist with processing RMAs, warranty claims, and vendor product returns.

Finance & Accounting Support

(Administrative preparation and coordination — Office Manager maintains financial oversight)

• Assist the Office Manager with accounts receivable and accounts payable documentation.
• Prepare invoice documentation and assist with invoice distribution.
• Assist with collections follow-up communications for past-due invoices.
• Maintain supporting documentation for financial transactions.
• Assist with reconciliation preparation for credit cards, inventory records, and vendor invoices.
• Support preparation of financial reports and documentation used during monthly close.

Payroll & HR Administrative Support

(Administrative coordination — HR and compliance oversight remains with the Office Manager)

• Assist with payroll preparation by verifying employee time entries and mileage records.
• Monitor employee timecards and notify supervisors of potential overtime issues.
• Maintain employee records within HR systems.
• Track PTO, sick leave, and attendance records.
• Assist with onboarding documentation for new employees.
• Coordinate HR documentation and employee records management.

Inventory & Service Operations Support

• Assist with tracking inventory and equipment used in service delivery.
• Support regular inventory counts and assist with investigating discrepancies.
• Process product pick/ship requests within ConnectWise.
• Label and prepare equipment shipments for technicians or customers.
• Track shipment logistics and ensure delivery notifications are communicated.
• Maintain RMA tracking records and warranty processing documentation.

Office Operations & Facilities Support

• Assist with managing office supply inventory and reordering supplies.
• Coordinate routine office tasks including mail management and facility coordination.
• Assist with maintaining kitchen, office supply, and shared workspace inventory.
• Support coordination of electronic recycling and equipment disposal processes.
• Assist with general office upkeep tasks that support day-to-day operations.

Operations & Cross-Department Support

• Serve as an administrative liaison between departments.
• Assist with operational documentation and reporting preparation.
• Support service coordination tasks when required.
• Assist the Office Manager with documentation for process improvements and operational initiatives.
• Support special projects and operational initiatives assigned by management.

Required Skills & Competencies

• Strong organizational and time-management skills
• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to manage multiple priorities and deadlines
• Professional and collaborative work style
• Strong administrative coordination skills
• Ability to work independently while supporting multiple departments

Qualifications

Required

• Minimum 3 years of experience in an administrative or office support role
• Associate’s degree in a related field (or equivalent work experience)
• Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams)

Preferred

• Experience working in a Managed Service Provider (MSP) or IT services environment
• Procurement or IT purchasing coordination experience
• Experience with QuickBooks
• Familiarity with ConnectWise Manage
• Familiarity with Pax8 or vendor procurement platforms
• Experience with HR systems such as BambooHR

Benefits

• Paid Time Off (PTO)
• Paid Holidays
• Health Insurance
• Vision Insurance
• Dental Insurance

Pay: From $44,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Do you have MSP experience?
• What is your salary requirement?
• Are you proficient in the Microsoft Suite - Word, Excel, Outlook, Teams, etc.?

Experience:

• administrative assistant: 3 years (Required)

Ability to Commute:

• Puyallup, WA 98374 (Required)

Work Location: In person