Administrative Assistant

We are looking for an Administrative Assistant to support daily operations for a wholesale distribution business in Indianapolis, Indiana. This contract-to-permanent position is ideal for someone who enjoys balancing front-desk interaction with detailed administrative work in a collaborative, fast-paced setting. The role offers the opportunity to contribute directly to customer service, order processing, and overall efficiency while working closely with internal staff and external partners. This position is on-site, Monday-Friday 8:00am-4:30pm.

Responsibilities:

• Welcome customers, visitors, and callers while creating a helpful first impression.
• Enter sales and customer order information into internal systems with a high degree of accuracy and attention to detail.
• Review order documentation to confirm completeness, resolve discrepancies, and help prevent processing delays.
• Respond to questions from customers and sales team members regarding order status, documentation, and general account support.
• Prepare, organize, and maintain invoices, purchase orders, filing systems, and other business records needed for daily operations.
• Perform administrative support tasks such as scanning, copying, filing, scheduling assistance, and routine data entry.
• Coordinate with vendors, customers, sales representatives, and personnel to share updates and gather required information.
• Monitor open orders and follow up as needed to keep requests moving and ensure timely communication.
• Support the broader team with additional clerical and operational duties while helping maintain an orderly work environment.
• Prior experience in an administrative, clerical, receptionist, customer service, or order entry role is preferred.
• Strong accuracy skills with the ability to manage detailed information and complete work carefully.
• Comfort using computers and learning software applications efficiently.
• Working knowledge of Microsoft Office tools, including Outlook, for daily communication and administrative tasks.
• Effective organizational and time management skills with the ability to handle multiple priorities.
• Clear communication skills and a dependable, service-oriented approach when interacting with others.
• Ability to work independently while also contributing positively within a small team environment.
• Willingness to take ownership of assigned tasks and follow through consistently to completion.