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Administrative Assistant (Indianapolis)
Administrative Assistant (Indianapolis)Michaelis Corporation • Indianapolis, IN, US
Administrative Assistant (Indianapolis)

Administrative Assistant (Indianapolis)

Michaelis Corporation • Indianapolis, IN, US
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Operations & Finance Assistant

Location : Indianapolis, IN

Compensation : $40,000$50,000

Reports to : Vice President

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 balance working hard while taking care of our people and community.

Role Purpose

Support the accounting, HR, and operations functions to keep the company running smoothly. Youll help ensure vendors get paid, employees are onboarded, benefits run correctly, and our office, vehicles, and systems stay organized.

Its a hands-on, high-trust role designed for someone eager to grow into a Staff Accountant or HR / Operations Coordinator role.

Key Responsibilities

Accounting & Finance (=50%)

  • Accounts Payable : Enter / code invoices, route for approval, and reconcile vendor statements.
  • Vendor Setup & Compliance : Collect and maintain W-9s, COIs, lien waivers, and terms.
  • Credit Cards & Receipts : Track down missing receipts, code transactions, and maintain monthly files.
  • AR Assist : Send statements, courtesy reminders, and assemble lien / waiver packets for leadership review.
  • Month End Support : Maintain folders and prep journal entry support (no posting without approval).Safe
  • Harbor Match Audit : Verify accuracy of 401(k) match and coordinate corrections with the plan administrator.

HR & Benefits Administration (=25%)

  • Recruiting : Post jobs, track candidates, schedule interviews, and coordinate offers.
  • Onboarding / Offboarding : Prepare new-hire paperwork, manage checklists, coordinate system access, and handle terminations.
  • Benefits : Prepare for open enrollment, track rosters and carrier changes, assist employees with elections.
  • File Feed Verification (HRIS) : Confirm that HR / payroll / benefit data feeds process accurately.
  • HRIS Maintenance : Keep employee data current (titles, pay, benefits, contact info).

    • Risk & Compliance (=10%)

  • COIs : Track vendor certificates and renewal dates.
  • Auto & Work Comp Claims : Collect reports, file claims, monitor progress, and follow up on reimbursements or repairs.
  • Vehicle Maintenance & Titles : Maintain vehicle files, coordinate service schedules, renew registrations, and file title paperwork.

    • Operations & IT Coordination (=10%)

  • Office Support : Backup CSR phones during breaks / PTO, handle mail, supply orders, and errands.
  • Cintas Uniforms : Manage uniform orders, exchanges, and billing accuracy.
  • IT Coordination : Facilitate new user setup, deactivate access during offboarding, track devices, and liaise with IT vendors.
  • Vendor Oversight : Support Verizon and other service providers; monitor bills, devices, and renewals.

    • Projects / Tasks (=5%)

  • Draft / update standard operating procedures.
  • Assist with ERP / HRIS module rollouts.
  • Help with data hygiene and scorecard metrics once trained.
  • General administrative projects or tasks.

    • Schedule & Seasonality

  • MondayFriday, 8 : 005 : 00 (4050 hrs / wk).
  • All hands availability during major storms / CAT events.

    • Benefits

  • Medical, Dental, and Vision Insurance
  • $25K Company-Paid Life Insurance
  • 401(k) with Company Match
  • PTO and Paid Holidays
  • Career Growth Opportunities (path toward Staff Accountant or HR / Operations lead)

    • What Success Looks Like (First 12 Weeks)

  • AP invoices entered within 2 business days, 98% coding accuracy.
  • All new vendors have complete compliance docs before payment.
  • New hires onboarded on time with complete paperwork and system access.
  • COIs, vehicles, and HRIS files organized and current.
  • Professional handling of CSR coverage and vendor / employee communication.

    • Minimum Qualifications

  • Associates degree (Accounting, Business, or related).
  • Strong spreadsheet / data entry skills.
  • Organized, dependable, deadline-driven.
  • Clear communicator and team player.
  • Curious about numbers, processes, and continuous improvement.
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