Administrative Support Specialist

Synergy Information Solutions; Palm Desert (CA); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Work-life balance

Comprehensive benefits

Supportive culture

Growth opportunities

Job summary

Synergy Information Solutions, a California-based consulting firm, seeks an Administrative Support Specialist to assist the IT team with precise, recurring reporting and scheduling. You will manage complex calendars, route calls professionally, and help coordinate internal and external IT events and vendors.

Ideal candidates bring 4+ years in administrative roles, strong Excel and Outlook skills, and a proactive, detail-focused mindset.

Qualifications

• 4+ years in an administrative, office coordinator, or similar support role.
• Experience managing calendars, scheduling meetings, and coordinating events.
• Ability to follow documented processes with precision.
• Experience within an IT or technology organization preferred.

Responsibilities

• Answer incoming calls and route them appropriately, maintaining a professional tone.
• Manage complex scheduling and calendar coordination across multiple people and time zones.
• Prepare recurring internal reports to a high standard of accuracy.
• Maintain accurate records and tasks across systems, creating tickets and tracking time entries.
• Assist in planning and coordinating internal and external IT events and tradeshows.
• Anticipate needs and flag issues early, ensuring completion before handoff.
• Handle ad-hoc tasks with researched options and recommended approaches.
• Provide additional administrative support to keep the team organized.
• Support the IT team with miscellaneous administrative duties as needed.

Skills

Attention to detail

Time management

Organizational skills

Excel advanced

Outlook proficiency

Customer-focused communication

Proactive problem solving

Tools

Monday.com

ConnectWise

Float

Microsoft 365

Job description

We are a small, tight-knit consulting firm that has been serving enterprise clients for over 20 years. Our team is passionate about delivering customer-first solutions while fostering a collaborative and supportive work environment. We are committed to stable, sustainable growth, and many of our team members have been with us long-term, reflecting the strong culture and dedication we uphold.

Our employees love what they do, and we invest in a workplace where talent thrives, contributions are valued, and careers flourish.

Why Join Us?

• Work-life balance: a company culture that prioritizes work-life balance for all employees.
• Comprehensive benefits: medical, dental, and vision coverage; paid time off that grows with tenure; paid sick leave; and a 401(k) with a 50% company match on the first 8%.
• Supportive culture: work with a team that values collaboration, mentoring, and continuous learning.
• Growth opportunities: room to grow your role and skills as the company continues to expand.

About the Role

We are seeking a highly organized, detail-driven Administrative Support Specialist to support our IT team. This role is ideal for someone who takes pride in accuracy and follow-through, follows established processes closely, communicates clearly, and looks for ways to help before being asked. A significant part of the work is recurring, detail-critical reporting and coordination, so precision and consistency matter as much as speed.

Key Responsibilities

• Answer incoming calls and route them appropriately, maintaining a professional, customer-focused tone.
• Manage complex scheduling and calendar coordination across multiple people, including meetings, engineer scheduling, and team activities, while accounting for conflicts, dependencies, and time zones.
• Prepare recurring internal reports (such as monthly billable and utilization reports) to a high standard of accuracy, following documented processes and checklists precisely.
• Maintain accurate records and tasks across our systems (Monday.com, ConnectWise, Float, and Microsoft 365), including creating and updating tickets and tracking time entries.
• Assist in planning and coordinating internal and external IT events and tradeshows, including vendor interactions and logistical support.
• Anticipate needs and flag issues early by spotting what's missing, following through to completion, and confirming work is truly done before it's handed off.
• Handle ad-hoc tasks and requests that don't have a documented process by researching options, thinking through the approach, and bringing a recommendation rather than just a question.
• Provide additional administrative support to keep the team organized and efficient.

Required Qualifications

• 4+ years of experience in an administrative, office coordinator, or similar support role.
• Prior experience managing calendars, scheduling meetings, and coordinating events, ideally within an IT or technology organization.
• Exceptional attention to detail and accuracy, with the ability to follow documented processes and multi-step instructions precisely.
• Strong organizational skills and the ability to stay focused and manage multiple priorities in a deadline-driven environment.
• Advanced Excel skills, including formulas and data analysis, and strong proficiency in Outlook for professional communication.
• A proactive, self-directed approach: anticipates needs, follows through, and double-checks work before it goes out.
• Comfortable working through unfamiliar tasks independently, with the ability to research, evaluate options, and propose a path forward before escalating.
• Excellent verbal and written communication skills, with a customer-service mindset and a professional phone presence.

Preferred Qualifications

• Familiarity with Monday.com, ConnectWise, or Float.
• Experience supporting IT teams or technical staff.
• Familiarity with supporting sales processes in an administrative capacity.
• Prior experience coordinating with vendors or service providers.