Administrative Assistant

Department: Corporate / New Castle BranchLocation: New Castle, DE (On-Site)Schedule: Monday – Friday 8AM to 5PMReports To: People Operations LeadPOSITION SUMMARYThe 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 RESPONSIBILITIESFront Desk & ReceptionServe 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 routingMaintain a professional, welcoming front desk presence during all business hoursManage incoming and outgoing mail and packagesBranch Administrative SupportSupport the New Castle branch with hours collection — gathering, organizing, and verifying contractor time submissionsAssist with contractor PTO tracking and related documentationProvide general administrative support to branch management and staff as neededSupport additional branch locations with administrative tasks as assigned; scope may expand as the company growsOffice & Facilities ManagementMonitor office supply and inventory levels; place orders proactively to avoid shortagesManage relationships with building maintenance; serve as the primary point of contact for facility issues, repairs, and appliance coordinationCoordinate scheduling and follow-up for office repairs and service visitsMaintain a clean, organized, and functional office environmentSystems SupportPerform password resets and basic access support for internal platforms including ACE and SmartSearchEscalate system issues to the appropriate IT or platform contact as neededGeneral & Miscellaneous SupportProvide additional task support to the People Operations Lead and branch management as neededAssist with ad hoc projects, office coordination, and administrative tasks as they ariseUse good judgment to prioritize, escalate, or handle requests independentlyQUALIFICATIONSRequiredHigh school diploma or equivalent; some college preferredOne or more years of experience in an administrative, receptionist, or office support roleStrong verbal and written communication skillsComfortable managing multiple tasks and shifting priorities in a fast-paced environmentProficiency with Microsoft Office suite (Outlook, Word, Excel)Professional, reliable, and personable — this role is the face of the New Castle officePreferredExperience in staffing, professional services, or multi-department office environmentFamiliarity with office procurement or facilities coordinationExperience using applicant tracking or workforce management software