Company Overview: We help builders stay on schedule by handling wetland permitting, end-to-end, and we have been doing it since 1992. Our services include feasibility, delineation, mitigation design, permitting, project management, construction management, mitigation install, mitigation monitoring, and mitigation maintenance.
Most of our work is in Whatcom County although we regularly work in Skagit, San Jaun, Island, Snohomish, King, and Thurston County (and companying jurisdictions). We often hire people from outside the industry. We are a small, family-owned and operated, and growing firm.
POSITION OVERVIEW: This is our do-everything Operations Support Specialist role—the person who keeps the whole company breathing while the rest of us are knee-deep in wetlands. You will be responsible for admin, QuickBooks, client greetings, hiring screens, research, occasional errands, plus one big upcoming project: helping the Manager to lead the full migration of our bookkeeping, time-tracking, and billing from QuickBooks to BQE Core without dropping a single invoice or hour.
REQUIRED QUALIFICATIONS:
1. At least 3 years of progressive responsibility in office administration, bookkeeping, or operations support in a small company
2. Confidence with QuickBooks Online today—and genuine willingness/excitement to master and then transfer everything to BQE Core in 2026
3. Complete confidence with Microsoft 365 suite (including Excell, Word, PowerPoint, ect)
4. Proven ability to collect, organize, and present clean financial data for loan packages, grants, and insurance renewals on tight banker deadlines
5. Professional, friendly communication in person, on the phone, and in writing
6. Must live within reasonable commuting distance of our Bellingham office and be here in person five days a week (this is the hub—this role cannot be remote)
7. Highschool diploma or equivalent
8. Strong organizational skills with a profit-minded approach—demonstrated via examples of empowerment-driven outcomes.
9. Commitment to ATSI Hedge Hog Concept
AT TIMES, BE ABLE TO:
Lift a case of paper or a banker’s box
Wash a few coffee mugs or quick-sweep when needed
Run the very occasional personal & or work errand (bank, post office, supply pickup, car keys delivery, ect)—always on the clock
IDEAL CANDIDATE WILL HAVE THE BELOW EXPERIENCE:
1. Leading (or being the only person on) a full accounting software migration without losing data or sanity
2. Keeping a small family-owned business running when the owner is in the field half the week
3. Spotting contracting and/or bookkeeping and/or payroll mistakes before they become problems
4. Bachelor's degree preferred.
5. Proficiency in tools like Asana, and AI platforms (e.g., Grok and Copilot for task automation).
6. Genuinely enjoying when everything behind the scenes just works
ROLES AND RESPONSIBILITIES
1. Maintain records and filing system, order office supplies from approved vendors, perform light cleaning (dishes & sweeping), troubleshoot basic equipment, organize shared spaces, inventory of equipment, and manage team calendar.
2. Enter bills and invoices into QuickBooks sometimes using step-by-step checklists, review staff hours for flagging via manager direction, via time-tracking export, administer benefits changes per manager direction, prepare deposits, and compile documents for accountant and insurance renewals
3. Aggressively collect, verify, and package all financial and or admin information required for grant applications, bank loans, and bonding/insurance renewals—on time, every time
4. Serve as first-point phone/email contact, complete project estimates and scopes of work using owner-approved templates, and send onboarding packets while following pre-written scripts
5. Conduct initial applicant phone screens with scripted questions, review resumes against provided criteria, schedule interviews, complete new-hire paperwork, and update SOPs and Employee Handbook sections using marked-up drafts and style guides
6. Make approved website updates and keep content fresh
7. Provide occasional light administrative support such as scheduling owner’s business appointments from a supplied list and running quick, voluntary personal-related errands (never household or family-care duties; truly <5% of time)
8. Perform business and market data colleciton using pre-selected sources and deliver findings in the exact format requested
9. Helping with the complete migration of our bookkeeping, billing, and time-tracking systems from QuickBooks to BQE Core in 2026—data cleanup, testing, training the team, and going live without excuses
WAGE RANGE: $34-37 per hour (depending on fit and experience)
BENEFITS AFTER 90 DAY TRIAL PERIOD
1. Bonuses (several different bonus structures)
2. Continuing Education and Professional Development
3. Federal holidays paid off
4. Health and Dental insurance
5. Life insurance
6. PTO two weeks
7. Sick Time
8. AMAZING annual retreats
APPLY BY: Reply to this craigslist post with two attached documents one PDF of your cover letter and a separate PDF of your resume.