Administrative Assistant, Part Time

Part Time Indianapolis, IN, US

This is a Part-Time position. Schedule expected is Wednesday - Friday, 7a
-430p, approx. 28hrs per week.

Position Summary:Responsible for receiving and distributing as appropriate all communications coming to the main switchboard via phone, fax or mail. Miscellaneous clerical duties assigned. This role will be expected to work Wednesday
- Friday, working 7a to 430p, approx. 28hrs per week.

Personnel: N/A

Accountabilities:Accountable for understanding and following all SOPs and WIs related to job duties while supporting 6S and Lean Manufacturing concepts. Provide prompt customer service for employee issues. Ensure all regular and project work is completed on a timely basis with a minimum of errors. Present the appropriate balance between regard for company policy and business requirements and concern for employees.

Authorities:Provide proper direction to employees per company policy and processes

Duties:

• Greet customers, vendors and visitors in a professional, welcoming manner.
• Register visitors under our security protocols and issue visitor badges with the appropriate access status.
• Notify hosts and direct visitors to the proper location.
• Complete all required logs accurately according to guidelines (access badges, foreign national visits, random searches).

• Answer and direct incoming calls; take and relay messages.
• Post outgoing mail, sort and distribute incoming mail, and maintain the internal mailbox system as personnel assignments change.
• Send, receive and distribute fax transmittals.

• Schedule meeting rooms and email confirmations as requested.
• Order business and event lunches and deliver them to the correct meeting room or employee.
• Assist outside caterers with logistics while they are on site.
• Support meetings by refreshing supplies and clearing rooms afterward.
• Order kitchen and drink supplies.
• Scan documents and perform accurate data entry.
• Set up requests for quotes/proposals in the Visual Estimating system.
• Route quote approvals to the appropriate Customer Focused Team Leader and send quotes to the salesperson or customer.
• Update Salesforce with current quotes and maintain control and filing quote folders.

• Complete weekly business expenses and lunch reporting in Concur.
• Provide administrative support to other teams as requested.

Job Qualification Requirements:

Education Experience
- Required High school diploma or equivalent.

Experience
- Previous experience as a receptionist, front desk, office or administrative role required. Experience in manufacturing, aerospace, or other security conscious environment preferred.

Preferred Qualifications
- Professional, friendly phone and in-person manners. Comfortable with computers: email, keyboarding/data entry, and willingness to learn company software (Salesforce, Visual Estimating, Concur – training provided). Strong attention to detail and accuracy, especially with security logs and quote paperwork. Dependability and punctuality, with the ability to commit to the Wednesday–Friday schedule and occasional vacation coverage described above. Discretion in handling confidential business and visitor information

Physical Demands – The employee is required to:

• stand, walk, push, pull, reach overhead, and bend to the floor
• exert 20 to 50 pounds of force occasionally, and/or
• exert 10 to 25 pounds of force frequently, and/or
• exert up to 10 pounds of force constantly to move objects.

Certification Required –

Visual Acuity – Accommodations as required for reading computer screens and documents

Hearing Ability – Accommodations as required for receiving and relaying telephone calls.

Working Conditions –

Normally…