We are looking for an organized Administrative Assistant to support daily operations for a team in Indianapolis, Indiana. This contract opportunity has the potential to become permanent and is ideal for someone who is detail-oriented, responsive, and comfortable managing documentation, scheduling, and office coordination in a fast-paced environment. The person in this role will help keep financing and client records current, assist with application processing, and provide administrative support that helps internal teams stay efficient and compliant.
Responsibilities:
- Maintain accurate records related to equipment financing, customer accounts, and contract documentation by updating internal databases and company systems.
- Support loan and lease application workflows by collecting paperwork, checking files for completeness, and routing materials to the appropriate teams for review.
- Coordinate calendars, meetings, client appointments, and team events while ensuring agendas, materials, and supporting documentation are prepared in advance.
- Perform day-to-day office administration such as drafting written communications, distributing mail, organizing files, and monitoring supply levels for timely reordering.
- Assist the sales organization by creating proposals, following up on active opportunities, and preparing reports that track application progress and performance metrics.
- Handle sensitive customer and financial information with discretion while following established policies, security standards, and compliance requirements.
- Contribute to special assignments directed by leadership, including audit support, training-related tasks, and administrative process improvement efforts.
- Arrange outgoing shipments and deliveries through carriers such as UPS and FedEx as part of general office support activities.
- Previous experience in an administrative support role, preferably in an office environment with high document volume.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Strong organizational skills with the ability to manage records, schedules, and multiple priorities accurately.
- Experience supporting business processes that require careful document handling and attention to detail.
- Comfortable ordering office supplies, maintaining inventory, and assisting with general workplace coordination.
- Familiarity with shipping and mail handling processes, including working with carriers such as UPS and FedEx.
- Effective written and verbal communication skills with a detail-oriented approach to internal and external interactions.
- Ability to maintain confidentiality when working with sensitive client, contract, or financial information.