Administrative Support Specialist

Position Summary

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

Essential Duties & 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 

Physical Demands and Work Environment

• Professional office setting with frequent exposure to an attached industrial shop environment (varying temperatures/noise)
• Ability to remain at the front desk for long periods while also frequently moving throughout the office and shop to assist teams
• Occasionally lift and carry office supplies or packages up to 35 lbs
• Constant operation of computers, multi-line phones, and standard office equipment
• 100% onsite role requiring consistent punctuality and attendance, including occasional opening and closing responsibilities as needed

Soft Skills

• 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 

Minimum Qualifications

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

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

SWS Equipment is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.