Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations for a wholesale distribution business in Indianapolis, Indiana. This Contract to Permanent opportunity is ideal for someone who enjoys balancing front-desk interaction, clerical support, and accurate data handling in a collaborative setting. The person in this role will help keep office workflows organized, respond to customer and team needs, and contribute to a well-organized and efficient workplace. This position is on-site, Monday-Friday working 8:00am-4:30pm.

Responsibilities:

• Welcome customers, visitors, and incoming callers while creating a courteous and positive first impression.

• Enter sales and customer information into internal systems with a high level of accuracy and attention to detail.

• Check submitted orders and related documents to confirm completeness and resolve discrepancies when needed.

• Respond to questions from customers and sales staff regarding order status, documentation, and routine service needs.

• Prepare, sort, and maintain office paperwork such as invoices, purchase orders, and other administrative records.

• Support everyday office coordination by handling filing, scanning, copying, scheduling, and other clerical activities.

• Communicate with vendors, customers, sales representatives, and internal team members to keep information current and organized.

• Monitor open items and follow up on pending order details or missing information to help keep business processes moving.

• Contribute to a tidy, organized, and welcoming office environment while assisting the broader team with general administrative support.

• Previous experience in administrative support, reception, customer service, order processing, or a similar office-based role is preferred.
• Strong data entry skills with a consistent focus on precision and completeness.
• Comfort using computers, email platforms, and standard office software such as Microsoft Office and Outlook.
• Ability to manage multiple priorities effectively in a small team environment.
• Solid organizational skills and the ability to maintain accurate records and documentation.
• Strong communication skills and a dependable, service-oriented approach when working with others.
• Capable of working independently while also collaborating closely with coworkers across the office.
• Willingness to learn new processes and take ownership of assigned administrative responsibilities.