Operations Administrative Assistant

Founded in 1962 and headquartered in Indianapolis, Schneider Geomatics is a third-generation, family-owned company.

We are currently searching for a highly motivated and detailed person to assist with operational functions on a full-time basis for our Energy Services team. We strive to provide excellent service to our clients, provide long-term careers for our employees and we pride ourselves in providing a positive and flexible work environment focused on career development, training, and personal growth.

• Must be able to handle a fast paced environment with frequent changes in direction.
• Must be Customer-Focused and have the ability to interact in a manner that fosters positive relationships.
• Must be detailed oriented, proactive, maintain a professional attitude, and possess excellent written and verbal communication skills.
• Must have ability to be able to handle sensitive information and maintain confidentiality.
• Minimum of 5 years in an Administrative Assistant role as well as a High School Degree.
• Proficient in Microsoft Office.

• Experience with Project Management software, a plus.

• General receptionist duties.
• Assist with review of mark-ups including: (a) grammatical errors (b) consistency with company standards.
• Assist with research including: (a) search for project related real estate information, recorded documents, and survey control information and any other due diligence that will be used to assist with the proposal process, preparation of field folders and surveyor reports. Examples of this research include subdivision plats, assessor maps, flood maps, deeds, right of way maps, etc.
• Assistance with preparing proposals and job setups in company’s accounting software.
• Assist Corporate Safety Representative with client hours and statistics. This can be monthly, quarterly, and/or annually based on client.
• Support non-financial administrative efforts for fleet management including (a) track vehicle licensing and renewals (b) obtain new vehicle registrations (c) annual vehicle fire extinguisher maintenance (d) order safety supplies for vehicles (i.e. first aid kits, bloodborne pathogen kits).
• Assist with ordering PPE and clothing for field staff members.
• Facilitate distribution of insurance certificates (COI), including requests for new clients and renewals.
• Prepare agendas and information for meetings as well as occasional coordination of lunches. Gather project information, compile reports, proposals, contracts, correspondence, memoranda, and other documents.
• Maintain files both electronic and paper in a satisfactory manner including database and schedules. Scan documents, transmit documents and administer incoming and outgoing deliverables.
• Properly train and monitor staff in administration standards and processes.