Administrative Support Specialist

Administrative Support Specialist

We are seeking a highly organized and customer-focused **Administrative Support Specialist** to support the day-to-day operations of a busy service organization. This individual will serve as a key point of contact for incoming service requests, customer inquiries, and administrative needs while helping ensure smooth coordination between customers, vendors, service technicians, and internal teams.

The ideal candidate is professional, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. This is a hands-on administrative role for someone who enjoys keeping things organized, solving problems, and providing excellent customer service.

Key Responsibilities

* Answer incoming calls related to service requests, scheduling, and order status during regular business hours

* Create and process service work orders and estimates within the company’s service management system

* Review and update open work orders to ensure information and timelines remain current

* Maintain accurate customer and vendor contact and account information

* Process and maintain customer payment information using secure payment systems

* Provide tax-exempt documentation to vendors as needed

* Prepare and mail equipment tags, payments, and other business correspondence

* Complete customer and vendor paperwork for new account setup and ongoing account maintenance

* Maintain permits and related administrative records

* Handle general administrative responsibilities, including mailings, filing, document preparation, and marketing packet assembly

* Monitor and replenish office and breakroom supplies

* Provide support to fulfillment and operational teams as needed

* Help maintain a clean, organized, and professional office, breakroom, and shipping/receiving environment

Qualifications

* High school diploma required; additional administrative or office management training is a plus

* 1–3 years of experience in administrative support, office operations, customer service, or a similar role

* Strong verbal and written communication skills with a professional phone presence

* Excellent organizational skills and attention to detail

* Ability to prioritize multiple responsibilities and follow through with minimal supervision

* Comfortable working with data-entry systems, service platforms, and other administrative technology

* Proficiency with Microsoft Office, including Outlook, Word, and Excel

* Experience with field service software, CRM systems, or payment-processing platforms is a plus

* Professional, dependable, and customer-focused approach

* Willingness to pitch in across different areas of the operation when needed

This is an excellent opportunity for someone who enjoys being at the center of a busy operation and wants to play an important role in keeping customers, technicians, and internal teams supported and organized.