Robert Half is hiring: Administrative Assistant in Indianapolis

Robert Half is offering an exciting opportunity for an Administrative Assistant located in Indianapolis, Indiana. As an integral part of the team, you will provide vital support to the General Manager and Superintendent, handling operational, facilities, and administrative functions. You will be expected to manage multiple projects, ensure confidentiality, and exercise independent judgment in handling assignments.

Responsibilities:

• Coordinate and support operational matters related to the production, maintenance, forecasting, and tracking of the Operating Budget.

• Handle customer account setups and alterations, providing operational data for monthly A/R billing sheets.

• Resolve outstanding balance disputes on A/R.

• Oversee the management of legal files, contract access key inventory, and parking tags.

• Administer the fuel dispensing system and ensure the completion of monthly utility meter readings and reconciliation with tenants.

• Prepare charge back forms for tenants, as directed, and manage office supplies procurement.

• Handle internal and external mail pickups and deliveries.

• Assist in the administration and research of Lease and Service Provider Agreements, including the creation and distribution of legal documents.

• Manage and maintain content for the database, as directed, and create board packet documents.

• Support marketing presentations, bundle marketing packets, and reorder collateral materials.

• Conduct annual audits of active Operators to ensure federal operating compliance.

• Coordinate the completion of required federal Annual Reporting by active Operators.

• Manage the maintenance of fixed assets and rolling stock.

• Research new and potential customers and coordinate introduction meetings.

• Support contract terms compliance for tenants and service providers.

• Manage data entry and tracking for Capital Budgets and Strategic Spend projects.

• Create, track, and coordinate purchase orders in Oracle and Infor.

• Handle other assigned duties or projects, as needed.

• Proficiency in answering inbound calls with professionalism and courtesy.
• Proven experience in delivering exceptional customer service.
• Experience in data entry, ensuring accuracy and attention to detail.
• Ability to handle email correspondence effectively and efficiently.
• Proficiency in managing both inbound and outbound calls.
• Strong knowledge of Microsoft Excel and ability to handle complex functions.
• Experience with Microsoft Outlook, including managing calendars and scheduling appointments.
• Proficiency in creating presentations using Microsoft PowerPoint.
• Strong skills in document creation and editing using Microsoft Word.
• Experience in scheduling appointments, coordinating meetings and managing calendars.
• Comprehensive knowledge of Microsoft Office Suites for various administrative tasks.