• Indianapolis, Indiana
• Construction/ Civil Engineering
• 43-45K
• Full Time regular employee
•  8:00-17:00

Job Description

Position
Administrative Assistant

Summary
This position is responsible for performing a range of accounting and administrative functions and for offering various bi-lingual support to Management and Japanese visitors.

Essential Duties

1. Primary Job Functions

1. Provides General Accounting Support;

By supporting the preparation of monthly reports for all ongoing projects based on work in progress cost percentage basis by means of QuickBooks and excel; and by supporting the management of Accounts Payable and Accounts Receivable

2. Provides General Administrative Support including General Sales Support;

By writing and distributing documents and other correspondence (to contractors, vendors, internally, etc); by distributing mail and faxes when necessary; by accurately filing and maintaining documents; by maintaining and modifying data; by making copies; by ordering and maintaining office supplies and equipment; by researching, communicating, and negotiating with vendors for best prices; by planning office activities and events; by providing administrative support to General Manager and Project Managers as necessary; and by assisting Management on other administrative functions as requested

3. Support Management and Japanese Visitors with Various Arrangements;

By providing translation support; by coordinating travel arrangements (hotel, rental car and flight reservations, etc); by researching and negotiating various travel related services (i.e. corporate rates for hotels, insurance for cars, etc); by arranging for apartments, car leases, etc for longer term visitors; by advising visitors on various local issues and problems; and by recommending local places to visitors for business and personal needs

2. Secondary Job Functions

1. Manages Time and Resources:

By using tools provided by the Company (phone, fax email) in order to maximize productivity and to accomplish tasks on time

2. Keeps Management Informed:

By participating in meetings; and by reporting problems to Management verbally or in writing to avoid confusion and further problems

3. Complies with Federal, State and Local Requirements:

By studying existing and new regulations; by adhering to requirements; and by filing reports as necessary

4. Maintains Professional and Technical Knowledge:

By attaining job-related certification; by keeping up on industry trends; and by applying that knowledge to the job

3. Common Job Functions

1. Contributes to the Team Effort:

By being flexible in work assignments even when crossing core functional lines within the Company; by covering for other staff as needed; and by accomplishing tasks when requested by Management

2. Acts on Constructive Feedback;

By being open to feedback from peers, Supervisors, and customers; and by using the feedback to improve performance

3. Improves Processes;

By examining departmental work processes, research procedures, administrative procedures, etc; and by recommending changes where appropriate

4. Upholds Word Standards;

By maintaining professional conduct and appearance; by realizing one’s own limitations and seeking assistance when needed; and by using established communication channels

Working Hours, Working style
8:00-17:00

Woking Location
Indianapolis, IN

Salary/Benefit
43-45K

Holidays
Sat,Sun,Holidays

Qualifications
​​​​​​​

1. Physical Requirements

1. While performing the duties of this job, the staff member is regularly required to sit ad walk and hear; this staff member is occasionally required to stand, walk, use hands to pickup, handle or feel, and reach with hands and arms
2. This staff member must occasionally lift and/or move up to 10 pounds
3. This position requires vision abilities such as close vision and the ability to adjust focus

2. Work Environment

1. The noise level in the work environment is usually moderate (i.e. working in a business office with computers printers, and telephones)
2. The staff member may be required to travel for business and work beyond normal business hours when necessary

EXPERIENCE/MINIMUM QUALIFICAIONS NEEDED

1. Language Skill

1. Ability to read, analyze, and interpret general business documents, forms and instructions in English and Japanese.
2. Ability to write reports, business correspondence, and procedural manuals in English
3. Ability to effectively respond to questions from Management, Staff, clients and the general public in English and Japanese.
4. Ability to communication verbally and in writing to individuals and groups in English and Japanese.
5. Ability to effectively deliver presentations to Managers, Staff, clients and the general public in English and Japanese.

2. Mathematical Skills

1. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume
2. Ability to apply concepts of basic math, algebra and geometry to draw and interpret bar graphs

3. Reasoning Skills

1. Ability to apply knowledge and sense of understanding to carry out detailed written or oral instructions
2. Ability to deal with problems involving several concrete variables in situations where only limited standardization exists
3. Ability to analyze and use various documents (Contract, purchase orders, etc)

4. Computer Skills

1. Ability to use a computer and such applications as Microsoft Windows, Word, Excel, Outlook and PowerPoint and be able to design custom reports as necessary.

5. Other Skills

1. must be tactful, mature, flexible, and able to successfully respond to multiple work pressures​​​​​​​

Apply Now