Administrative Assistant Job description

Milliner & Associates, LLC is one of Indiana's finest Accounting, Finance, Administrative and Human Resource staffing firms.

*As specialized recruiters, we conduct searches for every imaginable accounting, finance and human resource function at every level. We distinguish ourselves with the one-on-one relationships we develop with everyone we serve. Our past and future growth is as strong as the partnerships we build with our candidates and clients.*

The Administrative Assistant will provide administrative and general office support to the site and regional operations to ensure smooth and effective office operation and maximum efficiency. The Administrative Assistant will act as the primary point of contact for site personnel, including crews and supports the site and region.

Administrative Assistant Essential Functions

• Assist and support field management on projects and daily business needs.
• Administrative Assistant handles incoming calls, emails, and company related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to appropriate individual/department for response, following up and providing any coordination necessary to ensure response occurs in timely, efficient manner.
• Assist customers with immediate needs and help employees with tasks related to customer requests.
• Track paperwork, process new work/projects, change the status of work/projects, create invoices for all jobs and keep a detailed record of start and end dates in a separate log.
• Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved.
• Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues.
• Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding status of action items, etc.
• Respond timely to requests from Resource Management and Field Operations.
• Maintain safe work environment by following and supporting safe practices.
• Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires.
• Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time.
• Assist/provide backup support to other office support employees as required.
• Coordinate special projects as assigned.
• Perform other duties as required and/or assigned.

Physical Demands and Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, and scanners.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position is primarily sedentary, with some filing or lifting required. Must be able to bend and lift and carry up to 20 pounds.

Administrative Assistant Minimum Qualifications

1. A High School Diploma, or equivalent.
2. 2 years of related clerical or administrative experience.
3. Strong organizational skills with high attention to detail and quality of work.
4. Ability to work under pressure to meet deadlines in a fast-paced, dynamic environment while managing multiple tasks.
5. Ability to establish and maintain strong relationships and deliver exceptional customer service experience to both internal and external customers.
6. Ability to effectively take action to solve problems while exhibiting sound judgement.
7. Excellent written and verbal communication skills.
8. Ability to be results-oriented, taking initiative to make things happen, accept accountability, and have a “can do” attitude.
9. Advanced proficiency in Microsoft Office applications.

Preferred Qualifications

1. An Associate’s degree in Business Management or similar, including computer and accounting courses.
2. Experience in a construction or project environment.

Job Types: Full-time, Contract, Temporary

Pay: $19.00 - $24.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime

Education:

• High school or equivalent (Required)

Experience:

• Clerical experience: 2 years (Preferred)
• Microsoft Office: 2 years (Preferred)

Work Location: One location

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