Administrative Assistant 3

Expedite Talent Solutions; Indianapolis (IN); On-site; USD 25,000 - 39,000; Full time

Job summary

Expedite Talent Solutions in Indianapolis, IN seeks an experienced administrative support specialist to assist a team or individual with daily office tasks and communications.

You will field calls, respond to emails, prepare documents, update spreadsheets and presentations, and help manage contract bidding processes using the pre-construction module. The role emphasizes accuracy, discretion, and efficient coordination across departments.

Qualifications

• Administrative management concepts and procedures.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide administrative support to a team or individual.
• Handle calls, emails, word processing, and document updates.
• Manage contract bidding registration and access for contractors.
• Support business systems with postings and related tasks.
• Maintain and audit report databases and understand letting dates.

Skills

Administrative support

Communication skills

Confidentiality and discretion

Tools

Pre-construction software

Job description

JOB TITLE: [Job Title]

JOB TYPE: [Contract / Contract-to-Hire / Direct Hire / Full-Time / Part-Time]

LOCATION: [City, State ZIP]

WORK ARRANGEMENT: [Remote / Hybrid / Onsite]

CONTRACT DURATION: [Duration, if applicable]

COMPENSATION: [Pay Rate / Salary Range, as applicable]

Duration: 2+ Months

Shift: Mon - Fri | flexible hours - start time between 7am and 9am, end time between 3pm and 5pm.

About the Job

• Provides administrative support to either a team or individual. Duties may include fielding telephone calls, reviewing and responding to email inquiries, word processing, updating spreadsheets and presentations, and filing.

Responsibilities

• Administers staff functions in support of program area
• Manage the registration for contract bidding requiring proficiency with pre-construction module, to grant bidding access for contractors.
• Manage Customer Service in-bound calls and inquiries by either promptly answering the inquiry with knowledge of Client's or direct the requestor to the correct contact.
• Support Business Systems Consultants with internet postings and other tasks as needed
• Administer report database insuring that all reports are present and correcting for current letting date and uploading missing documents.
• Administer the pay item bid analysis reports for the Construction Cost and Estimating groups using the Preconstruction software.
• Provide support for the three main divisions with other work-related duties as needed. Archiving reports, validating dates in reports and organize construction pre-bid meeting information/data.
• The position requires ability to recognize and maintain confidentiality concerning employee information, contractor information, and bid analysis tools and data.
• Performs related duties as required.

Job Requirements

• Specialized knowledge of theories, principles, and practices of administrative management
• Working knowledge of state governmental administrative structure
• Working knowledge of assigned program area
• Effectively communicate, both orally and in writing

Difficulty Of Work

• Incumbent uses judgment to recommend appropriate methods and procedures to handle a wide range of situations encountered.
• Individual cases may involve multiple variables to be considered which could significantly affect possible outcomes for the program involved.

Responsibility

• Incumbent advises a program director on non-routine administrative decisions which significantly affect the administration of the program in the assigned area.
• Program purpose and goals is set and unusual program and minor deviations from the norm are discussed with program administrator at the discretion of Incumbent.
• Work is reviewed for soundness of judgment and conformance with general agency policy and guidelines.

Personal Work Relationships

• Incumbent works with a wide range of agency staff as well as directors and their representatives of other agencies and the general public to explain and interpret policy and procedures to ensure coordination and cooperation.

EQUAL EMPLOYMENT OPPORTUNITY

Expedite Talent Solutions, LLC. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. We especially invite women, minorities, veterans, and individuals with disabilities to apply.