Administrative Assistant

Location: Evansville, IN

Hourly Rate: $20/hr. - $23/hr.

Reports to: Project Controls Lead

Key Responsibilities

• Timekeeping and Time Entry:
• Manage and maintain accurate timekeeping records for employees.
• Enter and update time and attendance data in the company's systems.
• Generate reports on time-related metrics as needed.
• New Hire Onboarding:
• Assist in the onboarding process for new employees.
• Coordinate orientation sessions and ensure necessary paperwork is completed.
• Facilitate the setup of new hires with required equipment and access.
• Billing Assistance:
• Provide support in billing processes, including preparing invoices and reconciling billing discrepancies.
• Collaborate with the finance department to ensure accurate and timely billing.
• General Administrative Support:
• Respond to inquiries and provide information to employees and external partners.
• Manage and organize office documentation and files.
• Handle incoming calls and correspondence.
• Calendar Management:
• Assist in scheduling appointments, meetings, and events for team members.
• Coordinate and arrange travel arrangements as needed.
• Data Entry and Record Keeping:
• Enter and update various data in company databases.
• Maintain organized records and documentation.
• Front Desk Presence:
• Serve as the first point of contact for all visitors, clients, and employees entering the office.
• Greet guests warmly and professionally; ensure they are comfortable and attended to while waiting for meetings.
• Answer and direct all incoming phone calls promptly and courteously.
• Manage the front desk and reception area to ensure a clean, organized, and welcoming environment.
• Coordinate visitor check-in and communicate with internal staff to notify them of guest arrivals.
• Handle incoming and outgoing mail and deliveries.
• Maintain conference room schedules and ensure rooms are prepped for meetings as needed; maintain event space calendar requests.
• Uphold a professional and friendly demeanor that reflects the company’s culture and values.
• Other Tasks as Requested:
• Undertake additional administrative tasks and projects as requested by management.
• Flexibility to adapt to changing priorities and responsibilities.

Qualifications

• High school diploma or equivalent; additional qualifications in office administration or related field is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficient in Microsoft Office suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in work.
• Ability to handle sensitive and confidential information with discretion.