Administrative Assistant

Be the Face of Excellence: Administrative Assistant Opportunity

Location: Indianapolis, IN | Payrate: $34.50/hour | Schedule: 7 AM to 4 PM or 8 AM to 5 PM.

Are you a highly organized professional who thrives on keeping operations running smoothly while creating exceptional experiences for employees, visitors, and business partners? PDS Tech Commercial is seeking an Administrative Assistant to support a leading HVAC manufacturing organization. In this pivotal role, you'll serve as the heartbeat of the office—ensuring seamless daily operations, supporting leadership initiatives, and fostering a welcoming, productive workplace culture.

If you're a proactive problem-solver with outstanding communication skills and a passion for organization, this is your opportunity to make a meaningful impact every day.

What You'll Do

As the Administrative Assistant, you'll be a trusted resource for employees, leadership, customers, vendors, and visitors while managing essential administrative and office operations.

Front Desk & Visitor Experience

• Serve as a professional and positive ambassador of the company.

• Welcome customers, vendors, partners, and visitors, directing them to appropriate locations.

• Manage the main telephone line, route calls, take messages, and transfer callers as needed.

• Coordinate visitor parking validation and support site access procedures.

Office Operations & Administration

• Manage incoming and outgoing mail, courier services, and inter-office correspondence.

• Order, receive, and maintain common office and breakroom supplies.

• Coordinate with building management, security personnel, and facility teams regarding daily operations and maintenance concerns.

• Manage employee parking passes and serve as a liaison with contracted parking garage management.

• Coordinate employee security badge assignments and access requests.

• Maintain employee distribution lists and administrative records.

Event & Meeting Coordination

• Assist with scheduling executive visits, leadership meetings, workshops, employee events, and one-on-one meetings.

• Coordinate supplier meetings, facility tours, and internal presentations.

• Support Employee Engagement initiatives and company-sponsored events.

• Develop and prepare presentation materials for departmental and executive leadership meetings.

• Maintain and enhance conference room functionality and readiness.

Culture & Employee Engagement

• Help create a positive workplace experience through morale-building activities and office events.

• Support recognition programs, including award processes and employee appreciation initiatives.

• Assist with office improvement projects and employee communication efforts.

• Communicate important building, landlord, and local site information impacting employees and visitors.

What We're Looking For

Required Qualifications

• Associate's Degree required.

• Minimum of 2 years of receptionist, administrative support, or customer service experience.

• Strong proficiency with Microsoft Office 365.

• Excellent verbal and written communication skills.

• Exceptional interpersonal skills with a customer-focused mindset.

• Strong organizational abilities and attention to detail.

• Ability to prioritize multiple responsibilities while meeting deadlines.

• Demonstrated problem-solving skills and sound judgment.

• Ability to handle confidential and sensitive information with professionalism and discretion.

• Self-starter with strong follow-through and a proactive approach to work.

• High level of integrity, professionalism, and dependability.

Preferred Qualifications

• Experience supporting executive leadership teams.

• Previous experience in a corporate, manufacturing, engineering, or industrial environment.

• Event planning, employee engagement, or office management experience.

• Experience coordinating facilities, building services, or vendor relationships.

Key Skills & Competencies

• Professional phone etiquette and customer service skills.

• Strong understanding of business and corporate environments.

• Ability to anticipate needs and proactively resolve issues.

• Excellent time management and multitasking capabilities.

• Ability to recognize when issues require escalation and take appropriate action.

• Positive attitude and strong sense of urgency in delivering results.

Ready to Make an Impact?

If you're an organized, customer-focused professional who enjoys creating exceptional experiences and keeping operations running smoothly, we want to hear from you.

Apply today and bring your administrative expertise, positive energy, and organizational talent to a team where your contributions truly matter!

Pay Details: $34.50 per hour
Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.
Equal Opportunity Employer/Veterans/Disabled
Military connected talent encouraged to apply
To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.pdstech.com/candidate-privacy
The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.