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Front Desk Administrative Assistant- Downtown Indianapolis in Indianapolis, IN at Vaco

Date Posted: 8/2/2018

Job Snapshot

Job Description

Our Client, loated in downtown Indianapolis is looking to add to their administrative team. The ideal candidate will operate at the highest level of professionalism, and will have extensive experience working as an administrative assistant previously.

The front office administrator is the initial point of contact for anyone calling or visiting our client. The front desk coordinator, above all else, will need to be knowledgeable, professional, Resourceful, and courteous. The front desk administrative assistant will act as a resource to the team with their willingness to assist with tasks and projects as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Greets guests and inform the appropriate individuals of their arrivals.
  • Answers phones and directs calls.
  • Receives courier mail and distributes incoming mail.
  • Responsible for scheduling conference room meetings.
  • Updates and manages office telephone extension listing.
    • Distribute and post mail.
    • UPS scheduling & shipping for all departments.

• All catering of breakfast and lunch orders for meetings

o Coordinate mailings to remote locations

  • Check fax machine and distribute faxes daily.
  • Assist with departmental special projects (invoice mailings, property flyers, newsletters, etc.).


  • Associate's degree (A.A.) or equivalent from a two-year college or technical school
  • 5-6 years' experience working as an administrative assistant preferred
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups of customers or employees of organization.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.