Administrative Support Specialist (Receptionist)

Are you interested in joining a successfully growing organization that has been recognized for over a decade as a Best Place to Work? If so, come join Apex Benefits!

We are looking for a friendly, reliable Administrative Specialist / Receptionist to be the welcoming face of our office and support day-to-day operations.

This part-time / job-share role is based on the north side of Indianapolis, with a tentative schedule of: Mondays, Thursday afternoons, and Fridays. The starting rate for this role is $19/hour and increases commensurate with experience. PLUS, opportunities for a variety of individual and corporate bonuses.

Apex Benefits offers competitive benefits, a collaborative team environment, and advanced training and development!

Job summary

Serve as the first point of contact for visitors, clients, and employees by creating a welcoming and professional office experience while providing essential administrative support to the organization. This role manages front-office administration, coordinates basic facility and maintenance needs, and supports daily administrative activities to ensure smooth and efficient business operations.

Summary of essential job functions/responsibilities

Front Desk / Reception

• Serve as first point of contact for our company, managing incoming phone calls and greeting guests with professionalism and warmth
• Efficiently handle mail and package receipt and distribution
• Maintain and manage meeting room schedules, ensuring spaces are prepared and equipped for meetings
• Coordinate meeting catering and assist with the setup and breakdown of company events

Office Administration

• Oversee and manage office supplies, ensuring all necessary materials are stocked and accessible, including managing workroom supplies and kitchen stocking
• Support staff logistical needs for conferences, seminars, and external meetings, including travel arrangements and material preparation
• Coordinate the maintenance of equipment and technology, ensuring functionality for staff use
• Assist in maintaining and updating emergency action plans and office procedures

Additional Support Functions

• Assist client service and sales teams when printing, collating, or preparing materials for client and prospective client meetings
• Maintain common areas to ensure a clean and presentable workspace, including the kitchen and all meeting spaces
• Support the Culture Team with employee engagement and support activities

Minimum requirements

• High school diploma or equivalent required, prefer experience in an administrative support role such as receptionist or front desk role in an office environment
• Strong telephone, customer service, and interpersonal skills
• Excellent organizational skills with strong attention to detail and time management
• Professional written and verbal communication skills
• Positive attitude with a willingness to learn and contribute to team goals
• Ability to work productively with minimal supervision and follow tasks through completion
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Word, Excel, PowerPoint, and basic web navigation
• Ability to adapt to change and manage shifting priorities effectively

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Must be able to read and edit spreadsheets, email and other related tools related to the role
• Must be able to communicate extensively and effectively with staff and vendors via telephone/TDD, one-on-one conversations, face-to-face, public presentations, and written correspondence
• Requires extensive use of keyboards, calculators, and other administrative equipment.
• Must be able to process and maintain large volumes of documentation
• Must be able to sit or stand for extensive periods of time and navigate through the office
• Must be able to function within a moderate noise level office environment
• Ability to travel to and work in the corporate office located in Indianapolis, Indiana is required, in addition to client locations.
• Must be able to occasionally lift up to 20-pound packages

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Additional Information

Apex Benefits Group, Inc believes in equal opportunity employment and does not discriminate based on age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability, or any other legally protected status.

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