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Administrative Assistant

Location: Indianapolis, IN

Job ID: #72700

Pay Range: $30-35

Performs routine administrative duties: placing, receiving and routing telephone calls; receiving and directing visitors, typing, filing, faxing, handling incoming and outgoing mail, ordering and maintaining supplies, and providing backup coverage to other administrative desks.

KEY RESPONSIBILITIES:

· Be a positive ambassador of the company to visitors and the public

in a professional manner, in keeping with the company values, ethics and brand images

· Greet customers, partners and vendors in a positive, professional manner and direct them to the appropriate meeting locations

· Professionally answer the main site telephone line(s) and direct the callers to the appropriate staff, transfer the caller to a staff member’s voice mailbox when the associate is unavailable or take and retrieve messages for various personnel

· Coordinate with the landlord and building security for miscellaneous communications and daily operations

· Coordinate/communicate with Facility Management team to resolve maintenance concerns

· Manage the ordering and receiving of office supplies that have been pre-determined as “common” office supplies (printer paper, dry erase supplies, coffee, break room supplies etc)

· Coordinate the validation of visitor and customer parking passes

· Coordinate and manage the assignment and delegation of employee parking passes and when required, be a primary point of contact between the company and contracted parking garage management

· Coordinate and manage the assignment and delegation of employee security keycard badges for access

· Coordinates the pick-up and delivery of mail services by contracted entities including inter-office mail (West Morris St mail room) and express mail services (FedEx, UPS, etc.)

· Communicate to local personnel on pertinent local, landlord, and building information that may affect employees commute and working environment

· Coordinate tours, supplier meetings, internal meetings and presentation material

· Manage employee distribution lists

· Manage office moral activities, including supporting social events, office signage, champ award process management, office supply orders, coffee and interfacing with facilities for small budgeted office improvement programs;

· Working with Employee Engagement teams to facilitate events;

· Helps develop presentations for various events for the department and executive leadership;

· Assist Site Lead with scheduling - Executive visits to the Indianapolis Engineering, 1on1 with staff, Connect Meetings, Workshops, Employee Events

· Maintain and upgrade conference rooms

· Knowledge of Microsoft Office 365 and telephone with a minimum of 2 years receptionist/customer se

rvice experience

· Requires excellent interpersonal and communication skills

· High attention to detail

· Ability to maintain high standards despite pressing deadlines

· Ability to proactively solve problems quickly and efficiently

· Ability to know when and how to escalate problems/issues and obtain necessary assistance

· Strong knowledge of general business and corporate cultures

· Ability to handle highly sensitive, confidential and non-routine information

· Self-starter with excellent anticipation skills; problem solving; follow up

· Demonstrated dependability and sense of urgency about getting results

· Demonstrates high degree of integrity and confidentiality

· Strong organizational skill

Benefits provided: 401K, medical, dental, and vision, sick time as applicable to state law

Butler America Aerospace, LLC. is an equal opportunity employer. Butler evaluates applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information and other legally protected characteristics. The Butler America Aerospace, LLC. EEO Policy Statement and “Know Your Rights” Poster is available here: Applicant and Employee Notices (https://butler.com/wp-content/uploads/2024/03/BAA-Website.HR-Documents.2024.03142024-new.pdf) .

Butler America Aerospace, LLC. is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please contact the Human Resources Department at accommodations@butler.com .