Office Support Specialist

About the Company

Sycomp is a global IT services and logistics provider with extensive expertise in cloud, data center, endpoint management and security solutions. Sycomp’s diverse team of consultants and engineers deliver on the company’s mission to tackle challenging global IT projects through its state-of-the-art integration and warehouse centers and global technology partnerships. Headquartered in the heart of Silicon Valley, California, Sycomp has successfully shipped, deployed and managed complex IT projects and supporting assets in more than 150 countries helping its Fortune 500 customers and global partners realize a world without boundaries.

Job Description

To support Sycomp’s global growth and ensure smooth operations across our Bay Area offices, Sycomp is seeking an energetic Office Support Specialist. Reporting to the COO, this individual will work closely with Sycomp’s global executive team. This role requires strong anticipation of needs, proactive problem-solving, professionalism, and a high degree of confidentiality. The position involves collaboration with diverse internal and external stakeholders and performing a wide range of administrative responsibilities.

Key Responsibilities Include:

Operational Specialist:

• Serve as the primary point of contact for Sycomp employees, vendors, office-related accounts, and clients at the Foster City location. Act as the main liaison between Foster City and Sycomp’s Burlingame and Union City locations.
• Maintain the Foster City office environment to ensure it is safe, welcoming, and well-organized, with strong attention to detail and an appropriate sense of urgency. Conduct periodic visits to the Union City warehouse and Burlingame integration center to support consistency across all locations. Coordinate with building facilities and Sycomp management as necessary.
• Oversee Concur—Sycomp’s airline, hotel, and reservations system—including creating and assisting with employee expense reports, opening case issues, onboarding new users, and managing system upgrades.
• Manage corporate credit card receipts required by the Accounting Team for reconciliation, and support processing of other local payments and bills as needed.
• Handle documentation management, including preparing, printing, scanning, obtaining signatures, certifying documents, and shipping to various locations. Prepare meeting materials and support mandatory postings across all three Bay Area offices.
• Receive, sort, document, and distribute all incoming and outgoing mail and packages at the Foster City location. Coordinate distribution to Burlingame and Union City as required.
• Purchase and manage all office and kitchen supplies for Foster City.
• Support Sales and Partner meetings held at the Foster City office, ensuring proper sign-in, AV setup, lunch orders, and other special requests.
• Arrange meetings and events with full logistical support, including on-site and off-site catering.
• Perform additional tasks such as ordering lunches for local teams, coordinating dinner reservations and gifts, and managing the 8x8 phone system and routing.

Sales Assistant:

Travel / Expense Management:

Partner closely with a global and frequently traveling sales executive to manage travel arrangements (flights, hotels, car rentals), handle last-minute changes, oversee expense reports (collecting receipts, preparing submissions, reconciling with calendar), and proactively support seamless sales operations.

Calendar Management:

Schedule meetings, interviews, lunches, and dinners with customers, partners, and employees. Regularly review the calendar to avoid conflicts and optimize time management. This includes Webex/Teams meetings, forecast sessions, and sales meetings.

Sales Reports:

Assist the sales executive in preparing for quarterly forecast meetings, as well as other reports and presentations. Requires experience with MS Office Suite, particularly Excel and PowerPoint, including basic graphics skills.

Personal Assistance (as needed):

Support the sales executive with personal appointments when required to help manage schedule conflicts.

Primary Qualifications:

• Minimum of 2 years of experience in office administration, office management, executive support, general administrative roles, or a related professional field.
• Intermediate to advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams) and familiarity with office management tools, scheduling systems, and communication platforms.
• Strong ability to prioritize tasks, act with urgency, manage schedules, and track deadlines. This includes calendar management, meeting coordination, and follow-up on pending issues or requests.
• Clear and effective written and verbal communication skills, with strong interpersonal abilities to build relationships and collaborate effectively.
• Adaptability to shifting priorities, ability to learn new systems, and comfort handling unexpected challenges.

Sycomp is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability status, veteran status, or any other protected characteristic.

Sycomp will provide reasonable accommodation for qualified individuals with disabilities as needed. If you need assistance or an accommodation in applying, please contact our Human Resources Department at hr@sycomp.com.