Administrative Assistant, Part Time

Major Tool; Indianapolis, Northern (IN, KY); Hybrid; USD 2,066,000 - 3,031,000; Part time

Job summary

Major Tool & Machine (MTM) seeks a Part-Time Administrative Assistant in Indianapolis to support front desk operations, phones, meetings, and general administration. The role requires Wednesday–Friday scheduling, about 28 hours per week, with responsibilities including visitor management and hospitality.

The position emphasizes customer service, attention to detail, and proficiency with basic office software; manufacturing background is a plus.

Qualifications

• High school diploma or equivalent required.
• Experience as a receptionist, front desk, office or administrative role required.
• Experience in manufacturing, aerospace, or security-conscious environment preferred.

Responsibilities

• Greet customers, vendors and visitors in a professional, welcoming manner.
• Answer and direct incoming calls; take and relay messages; manage mail and fax flow.
• Schedule meeting rooms and coordinate meetings, lunches and hospitality; support on-site caterers.
• Set up quotes/proposals in Salesforce/Visual Estimating; route approvals to the appropriate team leader.
• Provide weekly expense reporting and general administrative support to other teams.

Skills

Reception

Customer service

Data entry

Attention to detail

Education

High school diploma or equivalent

Tools

Salesforce

Visual Estimating

Concur

Job description

Administrative Assistant, Part Time

Part Time Indianapolis, IN, US

This is a Part-Time position. Schedule expected is Wednesday - Friday, 7a -430p, approx. 28hrs per week.

Position Summary:Responsible for receiving and distributing as appropriate all communications coming to the main switchboard via phone, fax or mail. Miscellaneous clerical duties assigned. This role will be expected to work Wednesday- Friday, working 7a to 430p, approx. 28hrs per week.

Personnel: N/A

Accountabilities:Accountable for understanding and following all SOPs and WIs related to job duties while supporting 6S and Lean Manufacturing concepts. Provide prompt customer service for employee issues. Ensure all regular and project work is completed on a timely basis with a minimum of errors. Present the appropriate balance between regard for company policy and business requirements and concern for employees.

Authorities:Provide proper direction to employees per company policy and processes

Duties:

Front Desk, Visitors & Security

• Greet customers, vendors and visitors in a professional, welcoming manner.
• Register visitors under our security protocols and issue visitor badges with the appropriate access status.
• Notify hosts and direct visitors to the proper location.
• Complete all required logs accurately according to guidelines (access badges, foreign national visits, random searches).

Phones, Mail & Communications

• Answer and direct incoming calls; take and relay messages.
• Post outgoing mail, sort and distribute incoming mail, and maintain the internal mailbox system as personnel assignments change.
• Send, receive and distribute fax transmittals.

Meetings & Hospitality

• Schedule meeting rooms and email confirmations as requested.
• Order business and event lunches and deliver them to the correct meeting room or employee.
• Assist outside caterers with logistics while they are on site.
• Support meetings by refreshing supplies and clearing rooms afterward.
• Order kitchen and drink supplies.
• Scan documents and perform accurate data entry.
• Set up requests for quotes/proposals in the Visual Estimating system.
• Route quote approvals to the appropriate Customer Focused Team Leader and send quotes to the salesperson or customer.
• Update Salesforce with current quotes and maintain control and filing quote folders.

General Administration

• Complete weekly business expenses and lunch reporting in Concur.
• Provide administrative support to other teams as requested.

Job Qualification Requirements:

Education Experience - Required High school diploma or equivalent.

Experience - Previous experience as a receptionist, front desk, office or administrative role required. Experience in manufacturing, aerospace, or other security conscious environment preferred.

Preferred Qualifications - Professional, friendly phone and in-person manners. Comfortable with computers: email, keyboarding/data entry, and willingness to learn company software (Salesforce, Visual Estimating, Concur – training provided). Strong attention to detail and accuracy, especially with security logs and quote paperwork. Dependability and punctuality, with the ability to commit to the Wednesday–Friday schedule and occasional vacation coverage described above. Discretion in handling confidential business and visitor information

Physical Demands – The employee is required to:

• stand, walk, push, pull, reach overhead, and bend to the floor
• exert 20 to 50 pounds of force occasionally, and/or
• exert 10 to 25 pounds of force frequently, and/or
• exert up to 10 pounds of force constantly to move objects.

Certification Required –

Visual Acuity – Accommodations as required for reading computer screens and documents

Hearing Ability – Accommodations as required for receiving and relaying telephone calls.

Working Conditions –

Normally works in a shop environment and may frequently be subject to:

• High noise levels from machinery
• Physical hazards from moving equipment and production components
• Breathing fumes, dust and mist
• Skin exposure to oils and cutting fluids
• Welding flashes

About Major Tool

Major Tool & Machine (MTM) was founded in 1946, starting with only four employees to support the commercialization of the jet engine following World War II. Today, MTM is a contract manufacturer in Indianapolis, Indiana with a 600,000+ sq ft. manufacturing facility, 400+ skilled employees, best-in-industry business and quality systems, and project management expertise. Located for easy access on the east side of downtown Indianapolis, we are short commute away from most any place in the counties surrounding Indianapolis. Major Tool is a Precinmac company, a portfolio of businesses across the US and Canada that provide similar machining, fabrication and other manufacturing services to customers who provide critical services in turn in their various industries. Our Precinmac values are Trust, Gratitude, Action, Excellence and Growth, with a commitment to live these out daily in our workplaces.

Excellent Benefits including three health insurance plan options - with a base plan option requiring ZERO employee paid premium. Dental and vision plans have very reasonable employee premiums. Participants in our health insurance have the onsite clinic available at no additional charge for medical services. All employees can access the mental health services provided in the clinic, For HDHP health insurance options, we contribute to your health savings account (HSA) and offer other flexible spending account (FSA) options. We support your retirement goals with a 401k company match. In addition to work schedule options we provide immediate Paid Time Off (PTO) availability and 10 paid Holidays, Along with in house training programs, we offer educational assistance for coursework that will support your career growth at Major Tool, We care about the health of our employees and provide a tobacco free facility, onsite fitness center and wellness events, short and long term disability and life insurance coverage fully paid.

We are proud to be an Equal Opportunity Employer