Job Description
The position is based in Newark, Delaware, with working hours from Monday to Friday, 8:00 a.m. to 5:00 p.m. The base salary for this role is $3,000 – $3,500 per month, depending on experience and qualifications.We are seeking a detail-oriented and proactive Administrative Specialist to join our team. This role is ideal for someone who enjoys keeping operations running smoothly, managing office functions, supporting staff, and ensuring a professional, organized environment. You’ll also play a key role in client communication and in maintaining our company’s online presence and reputation.
Key Responsibilities
Office & Administrative Support
- Greet visitors, clients, and vendors in a professional manner
- Answer and direct phone calls; follow up with clients as needed
- Schedule meetings and manage conference room bookings, clean and disinfect meeting rooms after use
- Receive and distribute mail and packages
- Maintain office supply inventory and place orders as needed
- Coordinate with vendors (cleaning, property management, repairs, etc.)
- Maintain cleanliness of shared areas (kitchen, printer area, etc.)
- Manage daily communication with the landlord or property management
Finance & Expense Coordination
- Assist with basic bookkeeping and expense tracking
- Manage company credit card reconciliation and employee reimbursements
- Support administrative budgeting and reporting
Documentation & Compliance
- Maintain and update business licenses, insurance, and registrations
- Organize and store administrative files and documents
- Take meeting minutes and assist with internal documentation
Travel, Events & External Coordination
- Arrange business travel and handle external conference registrations
- Track travel expenses and ensure policy compliance
- Plan and support internal events (e.g., team building, holiday parties, promotions)
- Collaborate with external vendors and service providers
Online Profile & Customer Reviews
- Maintain and update company profiles (Google Reviews, BBB, etc.)
- Monitor and professionally respond to online customer reviews
- Coordinate with marketing/customer service teams to enhance reputation
Internal Support & Communication
- Assist with new employee onboarding and training
- Provide administrative support across departments
- Help streamline internal communications and processes
Qualifications
- Associate’s degree preferred; equivalent experience accepted
- 1–2 years of administrative or office support experience preferred
- Strong written and verbal communication skills
- Customer service mindset and professional phone etiquette
- Attention to detail and ability to proofread/edit
- Proficient in Microsoft Office and/or Google Workspace
- Able to multitask and prioritize in a fast-paced environment
- Experience working with cross-functional or multicultural teams is a plus
Benefits
- Relocation bonus for out-of-state hire
- Comprehensive medical, dental, and vision insurance
- Paid time off and paid holidays
- Visa sponsorship available for qualified candidates (OPT/CPT/H-1B)
- Part-time applicants will also be considered