Administrative Support Specialist - Hybrid

Job Description

Job Description

Location:  Palm Desert, CA (Hybrid)

Schedule: Hybrid – 1 day onsite, 4 days remote

Work Hours:  8:30 AM – 5:30 PM, Monday – Friday

Pay Range:  $28 – $32 / hour DOE

About Us

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. Meticulous attention to detail is essential.

Work Arrangement

• This is a hybrid position: 1 day per week onsite at our Palm Desert, CA office and 4 days per week remote.
• Candidates must live within 75 miles of our Palm Desert, CA office.
• All initial training is conducted in person at our Palm Desert location and typically takes 2–3 weeks . Full-time onsite attendance is required for the duration of training, after which the hybrid schedule begins.

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.
• Residence within 75 miles of our Palm Desert, CA office
• Ability to work onsite 2 days per week and to complete 2–3 weeks of full-time, in-person training in Palm Desert at the start of employment
• 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.
• Meticulous attention to detail, 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 and calendar management.
• 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.