Administrative Operations Specialist

DFM Solutions; Fort Wayne (IN); On-site; USD 38,000 - 46,000; Full time

Job summary

DFM Solutions is seeking an Administrative Assistant to provide clerical and organizational support, helping maintain efficient daily operations. You will manage calendars, handle correspondence, prepare reports, and coordinate with visitors, vendors, and staff across departments.

The role requires strong written and verbal communication, meticulous record-keeping, and the ability to balance multiple priorities in a professional, confidential manner.

Qualifications

• High school diploma or equivalent.
• Administrative, clerical, customer-service or office experience preferred.
• Proficiency with common office applications (word processing, spreadsheets, email, calendars, presentations).
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Attention to detail and accuracy.
• Ability to prioritize and manage multiple responsibilities.
• Professional, dependable, courteous demeanor.
• Sound judgment and the ability to maintain confidentiality.
• Ability to work independently and collaboratively as part of a team.

Responsibilities

• Answer, screen, and direct calls and emails.
• Greet visitors and provide professional assistance.
• Manage calendars and schedule meetings.
• Prepare agendas, materials, and minutes as needed.
• Draft, format, proofread, and distribute letters, reports, presentations, and other documents.
• Perform data entry and maintain accurate records.
• Organize filing systems and contact lists.
• Receive, sort, and distribute mail, packages, and deliveries.
• Coordinate meeting rooms, equipment, refreshments, and other logistical needs.
• Assist with travel arrangements, expense reports, invoices, and routine financial documentation.
• Collect information and help prepare regularly scheduled reports.
• Communicate and coordinate with employees, customers, vendors, and outside organizations.
• Handle confidential or sensitive information with discretion.
• Assist with special projects and other administrative duties as assigned.

Skills

Administrative experience

Calendar management

Communication skills

Data entry

Confidentiality

Team collaboration

Attention to detail

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Email

Calendar software

Presentation software

Job description

DFM Solutions is seeking an Administrative Assistant to provide clerical and organizational support, helping maintain efficient daily operations. You will manage calendars, handle correspondence, prepare reports, and coordinate with visitors, vendors, and staff across departments.

The role requires strong written and verbal communication, meticulous record-keeping, and the ability to balance multiple priorities in a professional, confidential manner.