Office Administrator – Spokane

About Us: Since 1990, Patriot Fire Protection, Inc. has been an industry leader in fire prevention systems including design, fabrication, installation, maintenance, inspection and rapid response. With offices in Tacoma, Spokane, and Vancouver, WA, our mission is to provide the highest quality systems and services while protecting the lives and property of our customers. Learn more at www.patriotfire.com.

Why You’ll Love This Role: As our Office Administrator, you’ll serve as the central hub of our office operations, managing everything from the first impression visitors receive to triaging incoming calls to the critical details of contract administration. This role offers excellent growth opportunities as you develop expertise in fire protection industry operations and business administration.

What You’ll Do:

• Front Office Excellence: Serve as the first point of contact, greeting visitors with professionalism and ensuring a positive experience for all who enter our facility
• Communication Hub: Answer and direct incoming calls, take detailed messages, and maintain clear communication channels throughout the organization
• Reception Management: Manage front desk operations including mail distribution, file management, delivery coordination, office supplies, and project support
• Contract Administration: Support contract processes by organizing documentation, tracking deadlines, coordinating signatures, and maintaining accurate files
• Administrative Support: Provide general administrative assistance including data entry, filing, document preparation, meeting and calendar coordination, and conference room usage
• Customer Service: Handle initial customer inquiries with professionalism, directing them to appropriate team members and ensuring prompt follow-up
• Process Support: Help maintain and improve office procedures, ensuring efficient workflows and professional standards

What We’re Looking For:

• Experience: 2+ years in administrative, reception, or office support roles
• Education: High School Diploma or GED required; additional business or administrative training preferred
• Skills: Proficiency with Microsoft Software Suite (particularly Word, Excel, and Outlook), Google Suite (particularly Sheets) and ability to learn new software systems quickly
• Communication: Excellent verbal and written communication skills with professional phone etiquette
• Organization: Strong organizational abilities with keen attention to detail and ability to manage multiple tasks simultaneously
• Customer Focus: Natural ability to provide exceptional customer service and create positive first impressions
• Tech Savvy: Comfortable with multi-line phone systems, basic office equipment, and learning contract management software
• Team-Minded: Collaborative spirit with ability to support various departments and work effectively with diverse teams
• Compliance: Drug screening and background checks will only be conducted after a conditional job offer is made. We evaluate criminal history based on its relevance to the job duties. 
• Availability: Able to work 40 hours/week with reliable transportation and punctual attendance

Ideal Candidate Attributes:

• Professional demeanor with excellent interpersonal skills
• Proactive approach to problem-solving and process improvement
• Ability to handle confidential information with discretion
• Strong follow-up skills and commitment to completing tasks thoroughly
• Adaptability and eagerness to learn new systems and procedures
• Grace under pressure while maintaining accuracy and professionalism
• Initiative to anticipate needs and provide solutions
• Genuine interest in supporting team success and customer satisfaction

Perks of Joining Our Team:

• Professional Growth: Opportunity to advance into specialized roles in contracts, project coordination, or operations
• Industry Knowledge: Learn about the essential fire protection industry that keeps communities safe
• Collaborative Environment: Be part of a supportive team that values your contributions
• Skill Development: Gain experience in contract administration, customer relations, and business operations
• Impactful Work: Play a vital role in supporting life-saving fire protection services

If you’re ready to be the professional face of a respected industry leader while building valuable business skills, apply now to become our next Office Administrator!

Patriot Fire Protection, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, genetic information, national origin, disability, criminal history, or protected Veteran status.