Administrative Support Specialist in Portland, Maine at NexRep LLC

The Administrative Support Specialist provides operational and administrative support for agent lifecycle management, reporting, and technical assistance. This position serves as a key liaison between multiple departments to ensure agents are properly onboarded, credentialed, supported, and maintained throughout their engagement with the organization. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining professionalism and excellent communication.

Essential Functions

• Provisions and credentials new agents by completing onboarding requirements, system access requests, and account setup activities.
• Offboards agents by removing system access, updating records, and ensuring completion of all separation processes.
• Assists agents with technical support needs, including login issues, account access concerns, and basic troubleshooting.
• Maintains accurate agent rosters and workforce records across multiple systems.
• Generates, updates, and distributes reports to support operational and business needs.
• Tracks and monitors training and course completion requirements and follows up as necessary to ensure compliance.
• Communicates effectively with client, leadership, and internal departments to resolve issues and provide timely updates.
• Coordinates with cross-functional teams to ensure seamless onboarding, support, and offboarding processes.
• Maintains confidentiality of sensitive information and adheres to company policies and procedures.
• Performs additional administrative duties and special projects as assigned.

Education

High school diploma or equivalent required.

Experience

• Previous administrative, workforce management, customer support, or related experience preferred.
• Experience supporting remote teams or contractor workforces is preferred.

Skills & Abilities

• Proficiency in Microsoft Office Suite, with strong emphasis on Microsoft Excel.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to effectively multitask and manage competing priorities.
• Excellent written and verbal communication skills.
• Ability to build and maintain positive interdepartmental relationships.
• Professional demeanor and customer-focused approach.
• Strong problem-solving and analytical skills.
• Ability to work independently and collaboratively within a team environment.
• Ability to handle confidential information with discretion and professionalism.

Hours/Travel

Business hours are generally Monday through Friday; however, evening and weekend hours may be required periodically to support business and operational needs. There is no anticipated travel for this role.

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee.??

NexRep provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, ethnicity, age, sex, national origin, disability, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.?