Business & Office Administrator (Seattle)

Title: Business & Office Administrator
Location: Seattle, WA

Uptime Institute Professional Services, LLC, seeks a Business & Office Administrator. Based in Seattle, the Business & Office Administrator is responsible for supporting the Uptime Institute global business. You will work in close collaboration across Business Operations, Project Management, and Events teams.

Uptime Institute Professional Services provides consulting services to corporations and government agencies with critical uptime needs of their data centers. Our clients include worldwide leaders from industries such as banking, insurance, healthcare, government, technology, shipping, airlines and railways, telecommunications, aeronautics, retail, and IT outsourcing.

Duties and Responsibilities

  • Participate and document company meetings as necessary.
  • Prepare meeting materials and project plans.
  • Ensure the office runs smoothly by maintaining office equipment, working collaboratively, and maintaining an upbeat, positive, attitude.
  • Interfacing with clients and vendors and process vendor invoices with Accounts Payable.
  • Manage consultant timesheets weekly and at the end of the month compilation for reporting.
  • Inputting data for executive and financial reporting as needed.
  • Completion of expense reports, consultant monthly insurance reimbursement and tracking of Sr. leader credit card charges.
  • Certification Letters/DCDS reports maintained regularly, and track in Smartsheet.
  • Assist with Travel Visa applications including checking directly with embassies and consulate offices.
  • Keep track of Passports/Visas in Smartsheet.
  • Assist with Sales Proposal development and generation.
  • Shipping and Handling.
  • Coordinating travel and lodging accommodations for staff, as requested.
  • Schedule meetings and coordinate logistics.
  • Maintain an organized filing system.
  • Take notes in-office meetings.
  • Update and maintain mailing lists and office calendars.
  • Maintain a clean, comfortable, and organized workplace.
  • Managing multiple tasks and/or projects concurrently and as needed by the business.

Required Qualifications:

  • Two plus years of experience in a support/administrative role.
  • Attention to detail.
  • Problem solver and a self-starter.
  • Ability to manage and prioritize multiple tasks and competing deadlines.
  • Ability to take ownership, accountability, and ask for help when needed.
  • Ability to use MS Office programs including Outlook, Word, Excel, and PowerPoint.
  • Excel proficiency.
  • Confident and eager to learn.
  • Interest in working with global clients and staff.
  • Experience of small event coordination (up to 50 attendees), including meeting room sourcing and reservation.
  • Excellent customer skills.
  • A motivation to learn about, and work with, new and emerging industries and markets.
  • Exceptional verbal and written communication skills.
  • Interest in experience in multiple business areas including but not limited to Marketing, Events, Project Management, Sales Operations, and Office Management.
  • Must have a proactive approach to work, the ability to think outside of the box, the flexibility to work with individuals at all levels, and the ability to deliver results that ultimately lead to revenue generation.

Preferred Qualifications:

  • Experience in financial administration.
  • Experience with CRM (Salesforce).
  • Experience with database tools.

To be considered for this opportunity, please send your CV, salary requirement with “Your Name-Business & Office Administrator" on the subject line to