Administrative Specialist in Westbrook, Maine at Synergent

Synergent is looking for an Administrative Specialist who is professional, welcoming, organized, and ready to grow. This entry-level role is one of the most visible positions in our organization and serves as the first point of contact for visitors, callers, employees, vendors, and credit union partners.

The right candidate will take pride in creating a positive first impression, maintaining a polished and professional reception area, and helping daily office operations run smoothly. This role supports front desk operations, visitor coordination, incoming calls, mail distribution, organization credit card tracking, cash deposits, administrative support, and assistance to the Executive Assistant as needed.

This is a great opportunity for someone who is dependable, detail-oriented, service-minded, and interested in building administrative and accounting support experience in a professional office environment.

• Greet visitors, employees, vendors, and credit union partners in a warm and professional manner.
• Answer and direct incoming calls using the organization’s phone system.
• Maintain a clean, organized, welcoming, and professional front desk and reception area.
• Help ensure the reception area reflects a positive image of the organization by minimizing unnecessary congestion, extended personal conversations, or distractions.
• Support visitor check-in, identification verification, badge logs, and facility access procedures.
• Assist the Executive Assistant with meeting preparation, visitor coordination, document preparation, scheduling support, special projects, and general office coordination.
• Support organization credit card tracking, including collecting receipts, organizing documentation, following up with cardholders, and assisting with monthly reconciliation support.
• Prepare daily cash deposits and related documentation.
• Sort and distribute incoming mail.
• Support recurring administrative tasks and special projects as assigned.

• Professional, welcoming, and service-oriented approach.
• Strong attention to detail and follow-through.
• Dependability, discretion, and sound judgment.
• Ability to stay organized while managing recurring tasks.
• Comfort interacting with visitors, callers, employees, vendors, and credit union partners.
• Willingness to learn new processes and ask questions.
• Basic proficiency with Microsoft Outlook, Word, Excel, Teams, and other office tools.
• Ability to support Synergent’s commitment to Service Maturity and Scaling the Unscalable by providing consistent service, following reliable processes, and helping improve how work gets done.

This is not just a front desk role. As Administrative Specialist, you will help shape the first impression of the organization, support a professional workplace, and contribute to a team that values service, consistency, accuracy, and continuous improvement.

If you are looking for an entry-level opportunity where your work is visible, valued, and important, we’d love to hear from you.