What are the responsibilities and job description for the Administrative Assistant position at Data Link Communications of Indiana, Inc.?
Job Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our office operations. The ideal candidate will manage general office tasks, coordinate building maintenance, process per diem requests, handle hotel reservations, and assist with expense reporting, vehicle management, and filing.
Key Responsibilities
General Office Support
- Answer and direct phone calls professionally.
- Order and maintain office supply inventory.
- Provide administrative support as needed.
Building Management – all locations
- Coordinate pest control, maintenance, and repair services.
- Assist with scheduling and overseeing cleaning company services.
Per Diem Processing
- Receive per diem requests and enter in financial software
- Prepare payments, obtain necessary approvals, scan, save, and distribute payments accordingly.
Hotel Reservations
- Receive hotel reservation requests and book accommodations through CLC.
- Send confirmation emails to employees regarding their reservations.
Expense Reports – Gas Card and Credit Cards
- Print statements and reconcile expenses using the reconciliation spreadsheet.
- Verify receipts in software system and compile a list of missing items.
- Prepare and send email notifications to employees needing expense verification while keeping the Admin team informed.
- Submit reconciled statements to finance for final processing.
Vehicle Management
- Assist with vehicle registration and coordinate with HR/IT Support for GeoTab installation and vehicle list updates.
- Manage and organize vehicle keys with a color-coded tagging system.
- Add vehicles to RiverLink/EZPass as needed.
- Maintain and update vehicle binders with necessary documents.
Shipping Labels
- Assist in printing shipping labels and saving/sending tracking information.
Filing & Documentation
- Organize and file invoices and retrieve them as needed after payments are processed.
Qualifications & Skills
- Previous experience in an administrative or office support role preferred.
- Strong organizational skills and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to manage multiple tasks efficiently and meet deadlines.
- Strong written and verbal communication skills.
- Experience with business expense reporting and/or vehicle management is a plus.
Pay will be determined upon your experience in the field and can be a topic of discussion should you be selected as a candidate.
Job Type: Full-time
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $18 - $25
