Operations Specialist

Northwest Trustee & Management Services LLC•Spokane, WA

14h

About The Position

The Operations Specialist serves as a central resource for office operations, scheduling, administrative coordination, and employee support. The position helps ensure efficient office operations through proactive calendar management, meeting coordination, communication support, and recordkeeping. It is a collaborative, hands-on role requiring organization, attention to detail, discretion, and customer service. The role works with leadership, employees, clients, vendors, and external partners, providing administrative support across office operations, executive scheduling, human resources administration, employee onboarding, facilities coordination, and special projects.

Requirements

At least 2 years of administrative, office management, executive support, human resources support, or related experience.
Strong organizational, multitasking, and time-management skills.
Ability to manage competing priorities while maintaining attention to detail.
Excellent verbal and written communication skills.
Strong customer service orientation and interpersonal skills.
Experience coordinating calendars, meetings, schedules, and administrative projects.
Advanced proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Highly organized, detail-oriented, and accountable.
Proactive, curious, and committed to continuous improvement.
Collaborative and courteous when working with coworkers, clients, and vendors.
Adaptable and willing to learn new systems, tools, and methods.
Commitment to Northwest Trustee’s values of professionalism, compassion, integrity, and diligence.

Nice To Haves

Associate or bachelor’s degree in business administration, human resources, communications, or a related field.
Experience supporting executives, business leaders, or professional service teams.
Human resources, recruiting, onboarding, or employee relations support experience.
Experience with HRIS, payroll, or applicant tracking systems.
Experience coordinating office operations, facilities, or event planning.
Professional administrative certification or HR-related coursework.

Responsibilities

Support day-to-day office operations and serve as a primary resource for administrative needs.
Coordinate deliveries, shipping, and facility-related services.
Maintain office supplies, equipment inventories, common areas, and administrative resources.
Assist with office events, employee celebrations, team meetings, and company functions.
Prepare documents, correspondence, presentations, forms, and reports.
Maintain organized electronic filing systems.
Support onboarding and offboarding, including document collection, scheduling, equipment coordination, and employee communications.
Assist with employee records, personnel files, compliance documentation, and HR tracking systems.
Coordinate training schedules, employee meetings, orientations, and related administrative activities.
Support recruitment by scheduling interviews, coordinating candidate communications, and maintaining applicant records.
Maintain confidentiality when handling sensitive employee information and business matters.
Manage calendars by scheduling meetings, resolving conflicts, coordinating logistics, and maintaining schedule accuracy.
Arrange internal and external meetings, video calls, virtual meetings, and events.
Respond to inquiries and route requests appropriately.
Provide backup phone coverage, answering calls promptly and professionally and transferring them appropriately.
Foster a welcoming, responsive, and service-oriented office environment.
Support team members with special projects and administrative initiatives.
Identify opportunities to improve administrative processes, workflows, and organizational systems.