Administrative Assistant

Department: Corporate / New Castle Branch

Location: New Castle, DE (On-Site)

Schedule: Monday - Friday 8AM to 5PM

Reports To: People Operations Lead

POSITION SUMMARY

The Operations Support Specialist is the first point of contact for anyone who walks through the door or calls the main line at the Synerfac New Castle office. This is the person who makes sure the day-to-day logistics of the office run smoothly.

This role supports the New Castle branch in hours collection and processing, with potential to expand support to additional branch locations as the company grows or demand grows. It reports to the People Operations Lead and works closely with branch management and the corporate team on administrative and operational needs.

CORE RESPONSIBILITIES

Front Desk & Reception

• Serve as the first point of contact for all visitors, employees, and phone calls.
• Answer and direct incoming calls; support branch staff with phone navigation and call routing
• Maintain a professional, welcoming front desk presence during all business hours
• Manage incoming and outgoing mail and packages

Branch Administrative Support

• Support the New Castle branch with hours collection - gathering, organizing, and verifying contractor time submissions
• Assist with contractor PTO tracking and related documentation
• Provide general administrative support to branch management and staff as needed
• Support additional branch locations with administrative tasks as assigned; scope may expand as the company grows

Office & Facilities Management

• Monitor office supply and inventory levels; place orders proactively to avoid shortages
• Manage relationships with building maintenance; serve as the primary point of contact for facility issues, repairs, and appliance coordination
• Coordinate scheduling and follow-up for office repairs and service visits
• Maintain a clean, organized, and functional office environment

Systems Support

• Perform password resets and basic access support for internal platforms including ACE and SmartSearch
• Escalate system issues to the appropriate IT or platform contact as needed

General & Miscellaneous Support

• Provide additional task support to the People Operations Lead and branch management as needed
• Assist with ad hoc projects, office coordination, and administrative tasks as they arise
• Use good judgment to prioritize, escalate, or handle requests independently

QUALIFICATIONS

Required

• High school diploma or equivalent; some college preferred
• One or more years of experience in an administrative, receptionist, or office support role
• Strong verbal and written communication skills
• Comfortable managing multiple tasks and shifting priorities in a fast-paced environment
• Proficiency with Microsoft Office suite (Outlook, Word, Excel)
• Professional, reliable, and personable - this role is the face of the New Castle office

Preferred

• Experience in staffing, professional services, or multi-department office environment
• Familiarity with office procurement or facilities coordination
• Experience using applicant tracking or workforce management software