Office Administrator - Indianapolis

Job Description

Insight Global is seeking an Office Administrator that will support a large corporate office in Buckhead, GA as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth.

As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

• Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
• Facilities support, for example calling a plumber or repairman as needed
• Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
• Preparing the office, catering, conference rooms etc. for visits from Executives
• Any other ad hoc administrative support duties that arise
• Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site
• Administrators are assigned to specific geographic areas* – some may be remotely located. Remote locations are considered 2+ hours from another office location. May be responsible for support of remote office locations as assigned. This may include business travel
• Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards. COORDINATION WITH FACILITIES
• Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date
• Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., Fed Ex/UPS/Amazon/Staples
• Coordination of Managed Print Service program such as printer liaison, maintenance, paper/print supplies, instructions for print drives, and assists in coordinating with ARC for large plotter printing requests. COORDINATION WITH FACILITIES
• Assists with procurement of approved office materials and supplies as required
• Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company
• Coordinates safety and compliance programs for office, including maintenance of office standards – visitor guide, bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits, including PPE. COORDINATION WITH FACILITIES
• Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration
• Additional project support may include project coordination, tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other project coordination as needed
• May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and/or utilization reports
• May assist with Procurement activities such as Accounts Payable, Purchase Orders, etc.
• May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis.…