Administrative AssistantMichaelis Corporation • Indianapolis, IN, US

Administrative Assistant

Michaelis Corporation • Indianapolis, IN, US

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Job Description

Description :

Administrative Assistant

Location : Indianapolis, IN

Compensation : $40,000

Reports to : VP

Type : Full-time, on-site

About Michaelis

Family-owned since 1986, Michaelis is a fast-growing mitigation / restoration and waterproofing contractor serving Central Indiana. We value professionalism, rapid response, and work-life balance.

Role Purpose

Assist the Staff Accountant, VP and finance function to keep AP current, support AR follow-up, and provide reliable administrative muscle across the office—freeing SR. staff while building skills toward a future accounting role .

Hands-on role — from spreadsheets to supply cabinets. You’ll jump from invoice coding to answering phones during a rush to reorganizing a supply cabinet.

What You’ll Do

Accounting Support (˜60%)

Accounts Payable : Enter / code invoices in accounting; route approvals; reconcile vendor statements.
Vendor Setup & Compliance : Collect / validate W-9, COI, terms, lien waiver requirements; keep vendor files current.
Credit Cards & Receipts : Chase missing receipts; attach and code transactions; maintain a clean monthly file for reconciliation.
AR Assist (as needed) : Send statements / courtesy reminders; document promised-to-pay notes; assemble lien / waiver packets for Controller / VP signature.
Month-End Support : Maintain folders / naming; prep JE support docs (no posting without approval).

Office & CSR Backup (as-needed) (˜25%)

Cover phones during breaks / PTO or volume spikes.

Bank / supply / coffee / food runs; maintain par levels for office supplies.

Reorganize shared spaces (supply closet, archive room); label, inventory, and set reorder points.

Projects & SOPs (˜15%)

Draft / update SOPs and play a part as a systems champion.

Help the VP / Staff Accountant roll out new ERP modules.

Light data hygiene in scorecards (entering assigned metrics once trained).

Schedule & Seasonality

Mon–Fri, 8 : 00–5 : 00 all hands during storms / CAT events. 40-50 hours weekly.

CSR backup is as-needed; you’ll be trained to step in smoothly.

Benefits :

Medical, Dental, and Vision

$25k Company Paid Life Insurance

401K with matching available

PTO time

Paid holidays

Career Growth : Opportunities to advance to Senior Accountant or Controller roles as the company continues to expand.

What Success Looks Like (first 12 weeks)

AP invoices entered within 2 business days, coding accuracy =98%.

All new vendors set up with complete docs (W-9, COI, terms) before first payment.

CSR coverage handled professionally with accurate lead sheets when called upon.

Nice to Have

Exposure to construction / restoration or job costing; EOS / 90.io familiarity; intermediate Excel / Sheets.

Growth & Reviews

6- and 12-month performance reviews, then annually; quarterly 1 : 1s.

Company paid select certifications chosen by leadership.

Year 1 : learn the business, master AP / vendor setup / receipts; Year 2 : begin small accounting projects and module rollouts in Proven.

Our Feedback Culture (Radical Candor)

We care personally and challenge directly. Clear is kind. We say the hard thing with care, and we expect the same from you.

Requirements :

Minimum Qualifications

Associate’s degree in Administration (required). Intent to complete Bachelor’s in Accounting / Finance.

Solid spreadsheet / data entry skills; organized, dependable, deadline-driven.

Clear communicator; willing to pitch in wherever needed.

Valid driver’s license for occasional runs.

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Administrative Assistant • Indianapolis, IN, US