Administrative Assistant

Indianapolis, IN 46241

Posted: 03/28/2024 Industry: Professional Job Number: MS821516328

Job Description

 

 
Roles and Responsibilities –Administrative Assistant Position Overview:
We are excited to announce that we are new to the Indianapolis area and will begin operations here at the beginning of November 2023. We are interested in adding a versatile and proactive individual to join our team as an Administrative Coordinator. This role involves a combination of warehouse responsibilities and office administrative tasks, requiring excellent organizational skills, attention to detail, and the ability to multitask effectively.
Success in this role also depends on following our core values. These core values are the foundation of our culture and guide our actions, decisions, and interactions. They encompass principles such as integrity, collaboration, and customer focus, essential for fostering a positive and productive work environment.
The daily routine will commence with administrative tasks before transitioning to providing support for our warehouse team, if needed. As the day unfolds, the role will expand to include support for accounting. Below, I have outlined each of these three tasks for clarity.

Administrative Responsibilities:

  • Ordering and Procurement: Manage office supplies, break room essentials, and other necessary items. Place orders with vendors and ensure timely delivery.
  • Inventory Control: Keep track of office supplies and break room inventory, ensuring that stock levels are maintained.
  • Assist Management: Provide administrative support to Management, including scheduling, document preparation, and coordination of meetings.
  • Communication: Facilitate communication between warehouse and office personnel, ensuring smooth collaboration and efficient information flow.
  • Data Entry and Record Keeping: Maintain accurate records of orders, inventory, and other relevant data. Input information into the company's systems as needed.
  • Maintain accurate records of orders, inventory, and other relevant data. Input information into the company's systems as needed.
  • Microsoft Tools: Proficient in Microsoft Outlook and Microsoft Teams.
  • Employee Support: Assist with onboarding new employees, including preparing paperwork, scheduling training sessions, and setting up workspaces.
  • Event Planning: Coordinate catering for office meetings, ensuring dietary restrictions and preferences are accommodated.
  • Assist in planning and organizing company events, such as team-building activities, holiday parties, and corporate outings.


 

Warehouse Responsibilities:

  • Receiving and Shipping: Handle incoming and outgoing shipments, ensuring accurate documentation and timely processing.
  • Inventory Management: Maintain organized and efficient warehouse spaces, conduct regular stock checks, and update inventory records.
  • Order Picking and Packing: Fulfill orders accurately and efficiently, ensuring products are prepared for shipment in a timely manner.
  • Quality Control: Inspect incoming and outgoing products for quality, damages, or discrepancies and report any issues to the appropriate personnel.
  • Cleaning: Maintain a clean and organized work area.
 

Accounting Responsibilities Invoice Processing:

  • Receive, review, and accurately process vendor invoices in a timely manner.
  • Verify invoices for accuracy, proper coding, and adherence to company policies.
  • Match invoices with purchase orders and delivery receipts, ensuring consistency.

Data Entry and Documentation:

  • Accurately enter invoice details into the accounting system while maintaining consistency and adherence to established coding guidelines.
  • Assist in maintaining an organized and efficient filing system for invoices and related documentation.

Payment Processing:

  • Prepare and process electronic payments, including checks, ACH transfers, and wire transfers, in accordance with payment terms and internal controls.
  • Verify payment approvals and obtain necessary authorizations before releasing payments.

Account Reconciliation:

  • Reconcile vendor statements and resolve discrepancies in a timely manner.
  • Collaborate with internal departments to address any outstanding issues related to invoices or payments.

Reporting and Analysis:

  • Provide regular reports on accounts payable activities, including outstanding invoices and payment status.
  • Assist in analyzing accounts payable data to identify trends, opportunities for cost savings, and process improvements.


 

Qualifications:

  • Minimum of an associate degree in business administration, Office Management, or a related field.
  • Proven experience in administrative roles, preferably in a warehouse or manufacturing environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
  • Strong attention to detail and accuracy in data entry and record-keeping.
  • Effective communication skills, both written and verbal, with the ability to interact professionally with employees, vendors, and customers.
  • Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.
  • Flexibility to adapt to changing priorities and deadlines.
  • Prior experience in procurement, inventory management, or accounting is a plus.
  • Familiarity with warehouse operations and equipment is advantageous.
 
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