Overview
Admin Assistant (Agent Services Coordinator) Jobs in Indianapolis, IN at F.C. Tucker, LLC
The Administrative Assistant provides comprehensive support to ensure efficient office operations, with responsibilities spanning general administrative tasks, human resources (HR) support, and billing/invoicing processes. This role requires strong organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality.
Essential Functions:
Answer and direct phone calls, emails, and other correspondence to appropriate personnel.
Prepare, edit, and distribute documents, reports, memos, and presentations.
Organize and maintain physical and digital filing systems for records and correspondence.
Order and manage program supplies, ensuring adequate stock and cost efficiency.
Assist in planning and coordinating office events, meetings, or conferences.
Assist with recruitment processes, including posting job ads, scheduling interviews, and communicating with candidates.
Maintain employee records, ensuring accurate and up-to-date documentation in HR systems.
Support onboarding processes by preparing new hire paperwork, conducting orientations, and coordinating training sessions.
Process payroll data, including tracking employee hours, leave requests, and benefits enrollment.
Handle confidential employee information with discretion and in compliance with data protection regulations.
Support HR compliance by ensuring policies, procedures, and documentation meet legal and organizational standards.
Prepare, review, and issue accurate invoices to clients based on services or products provided.
Track and process incoming payments, ensuring timely and accurate application to client accounts.
Monitor accounts receivable, following up on overdue invoices and coordinating with clients to resolve payment issues.
Maintain detailed records of billing transactions and generate financial reports as needed.
Assist in reconciling billing discrepancies and addressing client inquiries regarding invoices.
Collaborate with accounting or finance teams to ensure accurate financial reporting and compliance with organizational policies.
Update and maintain billing systems or software to ensure data integrity and efficiency.
Acknowledge and participate in OMS H&S programs and trainings.
Other duties as assigned by OMS or the client.
Qualifications:
High school diploma or equivalent. Four-year degree preferred.
1 to 3 years of Accounting or HR experience.
Superior organizational skills.
Strong interpersonal and communication skills.
High attention to detail.
Conduct a background check, drug screening, and physical exam.
Working Conditions:
Environmental Factors: Indoor and outdoor conditions; exposure to heat, cold, potentially hazardous chemicals, toxic materials. Noise level is usually moderate. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to, talk, hear, stand or sit during extended periods of time, and reach with hands and arms. The employee must occasionally stoop, bend, kneel, crouch lift, push, pull, walk for extended periods of time, walk long distances and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to perform tasks during a typical 8+ hour workday.
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Title: Admin Assistant (Agent Services Coordinator)
Company: F.C. Tucker, LLC
Location: Indianapolis, IN
