Administrative Specialist

Job Description

Job Description

Administrative Specialist
Location: Indianapolis, IN (Onsite)
Hours: Monday – Friday | 8:00am-5:00pm

PACIV ( pronounced pah-SEEV ) stands for Process Automation, Controls, Instrumentation & Validation

We are a 30-year old engineering services company specializing in automation & controls, validation, and instrumentation. Our teams solve complex challenges, support industry-leading facilities, and make a measurable impact on critical manufacturing operations every day.

We are looking for a highly organized, proactive Administrative Specialist  to join our Indianapolis, IN team to serve as the operational heartbeat of our office. In this position, you will support multiple departments, coordinate daily office operations, manage vendor relationships, and help create a positive and productive workplace environment.

The Administrative Specialist serves as a key resource for office operations, supporting employees, customers, visitors, and vendors while helping maintain an organized and productive workplace. This role contributes directly to the efficiency and success of our team.


What You Will Do

Office & Facility Operations

• Serve as the primary point of contact for visitors, vendors, and office inquiries
• Manage incoming and outgoing mail, phone calls, and correspondence
• Coordinate facility maintenance requests and office-related services
• Oversee janitorial services and other office vendors
• Act as liaison between vendors, service providers, and building management

Inventory & Purchasing

• Manage inventory levels across multiple office locations and breakrooms
• Purchase office supplies, equipment, and facility materials
• Ensure office resources are stocked and available for employees

Administrative Support

• Support Accounting, Human Resources, Sales, and Operations teams
• Manage document preparation, file organization, and record management that will support business operations
• Coordinate travel arrangements and related logistics
• Maintain customer, project, and company documentation & records
• Provide proposal formatting and administrative support as needed

Employee Engagement & Events

• Coordinate meetings, training sessions, and company activities
• Assist with employee engagement initiatives and internal communications

Customer & Employee Support

• Respond professionally to employee, customer, and vendor inquiries
• Resolve routine administrative and operational issues
• Support daily office needs to keep operations running efficiently

Qualifications

• Associate degree in Business Administration, Office Management, or a related field preferred. Candidates with comparable work experience are encouraged to apply.
• 2-5 years of administrative, office management, or related experience
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Outlook, Word, Excel, and Teams
• Strong attention to detail and follow-through
• Ability to work independently and manage competing priorities
• Professional and customer-focused approach

• Notary Public certification or willingness to obtain certification
• NetSuite experience is a plus

What Success Looks Like

• Highly organized and dependable
• Resourceful and proactive
• Comfortable working with multiple teams
• Detail-oriented and service-focused
• Adaptable in a fast-paced environment
• Passionate about creating an efficient, welcoming workplace

Why Join PACIV?
We are a stable 30-year-old company where every team member plays an important role in supporting our clients and our people. As an Administrative Specialist , you will have the opportunity to work closely with leaders across the organization, contribute to company culture, and make a direct impact on our day-to-day success.

If you enjoy organization, problem-solving, and supporting high-performing teams, we encourage you to apply. Compensation & Benefits
Hourly Rate: $22-$24
PACIV offers a competitive compensation package designed to support employee well-being and long-term financial success.

• Generous Paid Time Off: Vacation, Sick Leave, and Company Holidays
• PACIV pays 90% of yearly health care premiums
• Health Savings Account (HSA) with Company Contributions
• 401(k) with Company Match up to 4% and immediate vesting with enrollment

Important Hiring Information

• Full-time, direct-hire position
• No Corp-to-Corp (C2C) or 1099 arrangements
• PACIV does not partner with third-party recruiting agencies
• PACIV does not provide H-1B sponsorship, H-1B transfers, OPT sponsorship, CPT sponsorship, or employment-based immigration support.

PACIV is an Equal Opportunity Employer
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