Administrative Assistant

Be the Face of Excellence:
Administrative Assistant Opportunity

Location: Indianapolis, IN |
Payrate: $34.50/hour |
Schedule: 7 AM to 4 PM or 8 AM to 5 PM.

Are you a highly organized professional who thrives on keeping operations running smoothly while creating exceptional experiences for employees, visitors, and business partners? PDS Tech Commercial is seeking an Administrative Assistant to support a leading HVAC manufacturing organization. In this pivotal role, you'll serve as the heartbeat of the office—ensuring seamless daily operations, supporting leadership initiatives, and fostering a welcoming, productive workplace culture.

If you're a proactive problem-solver with outstanding communication skills and a passion for organization, this is your opportunity to make a meaningful impact every day.

As the Administrative Assistant, you'll be a trusted resource for employees, leadership, customers, vendors, and visitors while managing essential administrative and office operations.

• Serve as a professional and positive ambassador of the company.
• Welcome customers, vendors, partners, and visitors, directing them to appropriate locations.
• Manage the main telephone line, route calls, take messages, and transfer callers as needed.
• Coordinate visitor parking validation and support site access procedures.

• Manage incoming and outgoing mail, courier services, and inter-office correspondence.
• Order, receive, and maintain common office and breakroom supplies.
• Coordinate with building management, security personnel, and facility teams regarding daily operations and maintenance concerns.
• Manage employee parking passes and serve as a liaison with contracted parking garage management.
• Coordinate employee security badge assignments and access requests.
• Maintain employee distribution lists and administrative records.

• Assist with scheduling executive visits, leadership meetings, workshops, employee events, and one‑on‑one meetings.
• Coordinate supplier meetings, facility tours, and internal presentations.
• Support Employee Engagement initiatives and company-sponsored events.
• Develop and prepare presentation materials for departmental and executive leadership meetings.
• Maintain and enhance conference room functionality and readiness.

• Help create a positive workplace experience through morale-building activities and office events.
• Support recognition programs, including award processes and employee appreciation initiatives.
• Assist with office improvement projects and employee communication efforts.
• Communicate important building, landlord, and local site information impacting employees and visitors.

• Associate's Degree required.
• Minimum of 2 years of receptionist, administrative support, or customer service experience.
• Strong proficiency with Microsoft Office 365.
• Excellent verbal and written communication skills.
• Exceptional interpersonal skills with a customer-focused mindset.
• Strong organizational abilities and attention to detail.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Demonstrated problem-solving skills and sound judgment.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Self-starter with strong follow-through and a proactive approach to work.
• High level of integrity, professionalism, and dependability.

• Experience supporting executive leadership teams.
• Previous experience in a corporate, manufacturing, engineering, or industrial environment.
• Event planning, employee engagement, or office management experience.
• Experience coordinating facilities, building services, or vendor relationships.

• Professional phone etiquette and customer service skills.
• Strong understanding of business and corporate environments.
• Ability to anticipate needs and proactively resolve issues.
• Excellent time management and multitasking capabilities.
• Ability to recognize when issues require escalation and take appropriate action.
• Positive attitude and strong sense of urgency…