Job Title: Administrative Assistant
Job Type: Part-time, Contract or Temp-to-hire
Company: Syngentic
Location: Greater Philadelphia area, South Jersey (Hybrid or Remote)
Note: U.S. military veterans are encouraged to apply.
About Us:
Syngentic is a veteran and minority-owned IT solutions and services provider specializing in industrial technology enhanced with AI. We deliver optimized solutions for government agencies and private companies, focusing on smart manufacturing, industrial IoT, digital twins, and immersive technologies. As a fast-paced startup with a commitment to diversity, sustainability, and workforce productivity, we are seeking a part-time Administrative Assistant to support our team and assist in the smooth operation of our growing business.
Position Summary:
The Part-Time Administrative Assistant will play a crucial role in ensuring the efficient operation of Syngentic by managing a variety of administrative tasks. You will work closely with the CEO, COO, CRO, and other team members to assist with certifications, document management, communication, and operational tasks. This is an exciting opportunity for someone looking to contribute to a dynamic, growing company in the technology industry.
Key Responsibilities:
- Certification and Compliance Management:
- Assist with the application and follow-up for SBA Veteran-Owned Business (VOB), SBA 8(a), National Minority Supplier Development Council (NMSDC), and other certifications.
- Monitor certification portals (e.g., SBA, NMSDC) for updates on processes, compliance, and recertification.
- Manage registrations and profiles on platforms like SAM.gov, government agencies, and commercial organizations.
- Ensure compliance with federal, state, and local business registrations, and manage tax identification numbers.
- File and maintain legal documents (e.g., Corporate Transparency Act filings, business name/address updates, annual reports).
- Support document submissions for trademark and other official business registrations.
- Ensure paperwork completion for business operations, including DUNS numbers and financial filings with Dun & Bradstreet.
- Communication and Follow-Up:
- Oversee communications with payroll providers, insurance companies, landlords, and other key service providers.
- Draft and manage correspondence related to business development with government agencies, clients, prospective clients, and partners.
- Handle certification-related communications, including information requests, and ensure timely follow-up on all compliance matters.
- Document and Information Management:
- Ensure proper organization and maintenance of all critical business documents, contracts, and agreements.
- Maintain accuracy and consistency in supplier and customer data, ensuring all information is correctly entered and regularly updated in company systems.
- Task Coordination:
- Help prepare company and team profiles for prospective clients and partners.
- Assist in coordinating corporate purchase plans (e.g., Apple, Microsoft, Amazon).
- Operational Support:
- Manage office and virtual services, including updating or canceling virtual office agreements and ensuring accurate address updates.
- Assist with expense reporting, light bookkeeping, and the preparation of financial reports.
- Facilitate the onboarding of suppliers and contractors into company systems, ensuring all documentation and processes are completed accurately.
- Manage onboarding processes into new client accounting systems, ensuring smooth integration and compliance.
- Coordinate requests and renewals for certificates of insurance, ensuring all required documentation is up to date.
Qualifications:
- Strong organizational skills and attention to detail.
- Excellent verbal and written communication skills.
- Experience in administrative tasks, preferably in a startup or small business environment.
- Proactive problem solver able to independently research and determine federal, state, and SBA-specific requirements to effectively complete tasks.
- Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Teams).
- Ability to manage multiple tasks and meet deadlines.
- Prior experience working for a technology or software company is preferred.
- Prior experience working in a small to large corporate business setting is preferred.
- Experience with QuickBooks Online, Expensify, LegalZoom, or similar platforms is a plus.
- Familiarity with certification processes for diverse suppliers or government contractors is a plus.
Additional Information:
This is a part-time position (approximately 20 hours per week) with flexible hours. The role is primarily remote, with occasional in-person meetings or tasks at our Philadelphia office. Compensation is competitive and based on experience.
Job Types: Part-time, Contract, Temp-to-hire
Pay: $20.00 – $25.00 per hour
Expected hours: 16 – 30 per week
Benefits:
- Flexible schedule
Schedule:
- Day shift
- Monday to Friday
- No nights
- No weekends
Experience:
- Diverse Supplier or SBA Certifications: 1 year (Preferred)
- Administrative Assistant: 3 years (Required)
- Technology or software company: 2 years (Preferred)
- Corporate business setting: 2 years (Preferred)
Ability to Commute:
- Philadelphia, PA 19107 (Required)
Work Location: Hybrid remote in Philadelphia, PA 19107