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Entry- Level Office Assistant

Summary

Description

Office Assistant

Indianapolis, Indiana 

Full-Time  Non-Exempt  On-Site Reports to Office Manager 

• Are you an organized, people-first professional who thrives on keeping things running smoothly? 
• Do you take pride in being the person colleagues and members can count on-someone who handles every interaction with professionalism, warmth, and attention to detail? 
• Are you looking for a stable, meaningful role where your administrative skills directly support working families and the union members who have built their careers in the trades? 

If so, we'd love to meet you. 

Why This Role Is Different 

At Sheet Metal Workers Local 20 Benefit Funds, every member of our small, growing team plays an important role in protecting the benefits of 3,500+ active members and 1,500+ retirees. As our Office Assistant, you'll be the welcoming face and steady backbone of our day-to-day operations-a vital part of a team doing work that genuinely matters. 

What Makes This Opportunity Stand Out 

• Competitive Salary: Commensurate with experience 

• 100% Employer-Paid Health Insurance (including full family coverage) 

• Defined Benefit Pension Plan (employer-funded) 

• Defined Contribution Pension 401(a) - with a (k) option for voluntary Wage Deferrals  

• Health Reimbursement Account (HRA) 

• Paid Time Off and Paid Holidays 

• Collaborative, team-oriented environment with a direct impact on real families 

About Sheet Metal Workers Local 20 Benefit Funds 

We manage comprehensive benefit programs-including health, pension, and annuity funds-for sheet metal workers and their families. Our team is small but growing, and every person contributes directly to the financial security and wellbeing of the members we serve. 

What You'll Do 

As our Office Assistant, you will serve as the first point of contact for visitors, callers, and plan participants-setting the tone for every interaction with professionalism and care. You'll support the Office Manager and staff across departments with a wide range of administrative and member services duties. 

Reception & Front Desk Operations 

• Greet and assist visitors, members, and participants in a professional, welcoming manner 

• Answer and route incoming telephone calls promptly; take accurate messages and follow up as needed 

• Keep the front desk area organized, presentable, and properly supplied at all times 

• Receive, sort, and distribute incoming mail, packages, and deliveries; prepare outgoing correspondence and shipments 

• Monitor and respond to general organizational email inquiries, routing to appropriate staff as needed 

Administrative & Clerical Support 

• Perform general clerical duties including filing, photocopying, scanning, and data entry 

• Assist with preparation of documents, reports, letters, and correspondence as directed 

• Maintain and update physical and electronic filing systems in accordance with records retention policies 

• Schedule meetings, appointments, and conference room reservations; prepare meeting materials as needed 

• Support preparation and execution of board meetings, staff events, and other organizational initiatives, including preparing agendas, taking minutes, and distributing materials 

• Maintain office supply inventory and coordinate with vendors for equipment maintenance 

Participant & Member Services Support 

• Assist plan participants and members with general inquiries, directing complex questions to the appropriate staff member 

• Process incoming participant forms and correspondence, ensuring timely routing to the correct department 

• Maintain confidentiality of all participant and organizational information at all times 

What We're Looking For 

Required Qualifications 

• High school diploma or equivalent (GED) required 

• Minimum of 2 years of receptionist, administrative assistant, or related office experience 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic database management 

• Strong interpersonal skills with a genuine customer service orientation 

• Excellent verbal and written communication skills 

• Ability to manage multiple tasks simultaneously in a fast-paced environment 

• Ability to handle confidential information with discretion and professionalism 

Preferred Qualifications 

• Associate's degree or some college coursework in business or a related field 

• Experience in a union trust fund, benefits administration, or professional services environment 

Personal Qualities We Value 

• Welcoming & Warm: You make every member and visitor feel seen, heard, and helped 

• Detail-Oriented: You catch what others miss and take pride in accuracy 

• Adaptable: You handle shifting priorities with calm and a positive attitude 

• Dependable: Staff and members know they can count on you to follow through 

• Discreet: You understand the importance of confidentiality and handle sensitive information with integrity 

Ready to Make a Difference? 

Join a team where your organizational skills and people-first approach directly support working families across Indiana. Apply today! 

Sheet Metal Workers Local 20 Benefit Funds is an affirmative action employer committed to diversity and inclusion. We encourage applications from all qualified candidates regardless of gender, race, ethnicity, age, sexual orientation, marital status, religion, or disability. 

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