Administrative Support Specialist

SWS Equipment•Spokane, WA

8d•Onsite

About The Position

The Administrative Support Specialist is the central hub of communication for all SWS Equipment locations and serves as the first point of contact for customers, vendors, visitors, and employees company-wide. This role is heavily focused on answering and managing incoming phone calls across all branches, ensuring every call is handled professionally, routed correctly, and responded to in a timely manner while creating a consistent and positive experience for every caller. In addition to phone coverage, this role supports day-to-day administrative operations for the Spokane office while maintaining strong working relationships with teams across all SWS locations. Responsibilities include greeting visitors, coordinating administrative tasks, maintaining organized systems and records, and helping keep office operations running smoothly across the organization. The Administrative Support Specialist plays a key role in supporting communication, collaboration, and operational consistency between branches. The ideal candidate enjoys keeping a busy office moving, thrives in a fast-paced environment, and can juggle multiple priorities while maintaining a positive, professional attitude. Success in this role requires strong attention to detail, a proactive mindset, strong interpersonal communication skills, and the ability to build effective working relationships with employees across multiple locations. Comfort working within Microsoft O365 and other office systems is also essential. This position is onsite, Monday-Friday, 8am-5pm PST

Requirements

Strong professional phone presence with excellent verbal communication skills
Ability to manage a high volume of incoming calls while staying calm and organized
Strong customer service and interpersonal skills
Excellent multitasking, prioritization, and time management abilities
High attention to detail and strong organizational skills
Dependable, punctual, and able to work onsite full-time
Ability to work independently while supporting a team environment
Strong problem-solving skills with a proactive self-starter mindset.
Ability to learn and work within office management systems
High school diploma or GED required
1–2 years of receptionist, administrative support, or customer service experience preferred
Proficient in Microsoft Suite including SharePoint, Outlook, Word, Excel
Experience with multi-line phone systems
Ability to operate standard office equipment (phones, printers, copiers, etc.)

Nice To Haves

Experience with facilities coordination, vendor communication, shipping/receiving support, or travel & event planning is a plus but not required

Responsibilities

Serve as the primary point of contact for all incoming phone calls, answering, routing, and managing calls professionally and efficiently
Provide excellent customer service to callers, ensuring inquiries are handled or directed appropriately
Greet and assist visitors, customers, vendors, and employees in a professional and welcoming manner
Maintain organized digital and physical filing systems, records, and documentation
Coordinate scheduling, meetings, and internal communications across SWS locations to keep teams aligned and informed
Provide administrative support for shipping, receiving, and order coordination as needed
Monitor, maintain, and order office supplies while ensuring cost efficiency
Maintain cleanliness, organization, and professionalism of shared office spaces and front desk area
Support administrative and project-based initiatives as assigned by management
Coordinate with IT, facilities, and vendors for office equipment, maintenance, and operational needs
Support general office operations and cross location administrative coordination to ensure a productive and well-functioning workplace
Build and maintain positive working relationships with employees, leadership, customers, and vendors across all branches
Perform other duties as assigned