Help Desk Coordinator/Administrative Assistant

Inteletech Global Inc; Indianapolis (IN); On-site; USD 23,866 - 33,992; Full time

Job summary

A leading software and creative studio in Indianapolis is seeking a Help Desk Coordinator/Administrative Assistant. The successful candidate will manage helpdesk operations, procurement tasks, and provide executive-level administrative support. Ideal applicants should have 5-7 years of experience in IT support and office administration, possess strong communication skills, and demonstrate high levels of professionalism and confidentiality. This role requires a dynamic individual capable of multitasking in a fast-paced environment.

Qualifications

• 5-7 years in IT helpdesk or technical support roles.
• Minimum 3 years in procurement coordination.
• 5-7 years in executive-level administrative support.

Responsibilities

• Serve as first point of contact for helpdesk inquiries.
• Initiate and track purchase orders and renewals.
• Schedule meetings and coordinate logistics for executives.

Skills

Helpdesk operations

Procurement coordination

Administrative support

Excellent communication

Project management

Education

Associate degree or higher in Information Technology or Business Administration

Tools

Microsoft Office Suite

Helpdesk ticketing systems

SharePoint

Job description

Help Desk Coordinator/Administrative Assistant

Role: Help Desk Coordinator/Administrative Assistant
Location: 2 N. Meridian St. Indianapolis, IN 46204-Onsite
Contract: Long Term
Pay Rate: $21.16/hr

Job Description: This role is structured with approximately 50% dedicated to helpdesk support, 30% administrative assistance, 10% procurement related tasks, and 10% allocated to other duties as assigned, including event coordination, account management backup and special projects.

Position Summary: The Helpdesk Coordinator plays a pivotal role in supporting the operational and administrative functions of the Office of Technology and Cybersecurity (OTC). Reporting directly to the CIO, this position serves as the first point of contact for helpdesk inquiries, ensuring prompt and professional resolution of technical issues while also managing a variety of administrative, procurement, and organizational tasks. The coordinator works closely with OTC leadership to facilitate smooth day‑to‑day operations, maintain organizational data, and support strategic initiatives. This role requires a high level of professionalism, confidentiality, and adaptability to support executive‑level needs and division‑wide coordination. The ideal candidate is a senior‑level professional with 5–7 years of experience in helpdesk and administrative support, highly organized, detail‑oriented, discreet, and capable of managing multiple priorities in a dynamic environment.

Estimated Time Allocation: 50% helpdesk support, 30% administrative assistance, 10% procurement tasks, 10% other duties.

Key Responsibilities

• Helpdesk Operations (50%)
  • Serve as the first point of contact for general questions from OTC users.
  • Work with internal subject matter experts (SMEs) to gather accurate information and provide timely responses to end users.
  • Monitor and resolve assigned helpdesk ticket categories, with a focus on procurement‑related tickets and routing them appropriately.
  • Maintain documentation of ticket resolutions and contribute to knowledge base updates.
  • Required Experience: 5–7 years in IT helpdesk or technical support roles, including experience in cross‑functional coordination, ticket triage, and customer service.
• Procurement Support (10%)
  • Initiate and track purchase orders (POs).
  • Coordinate PO renewals and terminations.
  • Order office supplies and equipment for OTC staff.
  • Required Experience: Minimum 3 years in procurement coordination or purchasing support.
• Administrative Assistance (30%)
  • Schedule meetings for the CIO and deputy CIOs.
  • Create and manage job requisitions in coordination with HR.
  • Submit and track PSID (PeopleSoft ID) requests for OTC employees.
  • Support onboarding/offboarding processes, including equipment and access provisioning.
  • Draft welcome letters and coordinate interview logistics.
  • Provide general administrative and clerical support to OTC managers and employees.
  • Manage daily office needs and general administrative activities.
  • Coordinate travel arrangements for OTC staff, including lodging, transportation, and reimbursements.
  • Assist with VPN access requests, including form preparation, routing for approvals, and submission to administrative services.
  • Work with CAI on new job postings, interview scheduling, candidate coordination, and onboarding activities.
  • Required Experience: 5–7 years in executive‑level administrative support, including HR coordination, travel logistics, and vendor collaboration.
• Organizational Maintenance
  • Create and maintain OTC organizational charts.
  • Maintain the master list of all OTC employees.
  • Provide access to files and conversations as required by job responsibilities.
  • Ensure confidentiality and discretion in handling sensitive information.
  • Required Experience: Minimum 3–5 years in organizational data management and administrative recordkeeping.
• Backup Support
  • Serve as a backup for account management tasks, including user provisioning, access reviews, and account updates as needed.
  • Required Experience: Minimum 3 years in account or identity management support.
• Event Coordination
  • Organize and coordinate division‑wide quarterly meetings and all‑staff events.
  • Manage logistics including catering, RSVPs, gift cards, and technical setup.
  • Required Experience: Minimum 3 years in event planning or coordination.
• Other Duties as Assigned (10%)
  • Support special projects and initiatives as directed by the CIO.
  • Maintain records and reports related to helpdesk, procurement, and staffing activities.
  • Required Experience: Demonstrated flexibility and experience supporting cross‑functional initiatives.

Required Skills and Qualifications

• Education: Associate degree or higher in Information Technology, Business Administration, or a related field is required. Equivalents with 5–7 years experience may be considered.
• Certifications: Relevant industry certifications or similar credentials are considered a strong plus.

Technical & Operational Skills

• Experience with helpdesk ticketing systems and basic troubleshooting.
• Familiarity with procurement workflows and PO systems.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with SharePoint, scheduling tools, and organizational chart software.
• Understanding of VPN setup and access request procedures.

Administrative & Communication Skills

• Strong written and verbal communication skills.
• Ability to manage calendars, coordinate meetings, and handle confidential information.
• Skilled in drafting professional correspondence and documentation.
• Experience coordinating travel and managing logistics.
• Experience working with external vendors (e.g., CAI) on staffing and onboarding.

Organizational & Interpersonal Skills

• Exceptional attention to detail and time management.
• Ability to multitask and prioritize in a fast‑paced environment.
• Professional demeanor and customer service orientation.
• Ability to work independently and collaboratively across teams.

Confidentiality & Discretion

• Demonstrated ability to handle sensitive information with integrity.
• Commitment to maintaining confidentiality in all aspects of the role.

Compensation: $21.00 per hour

About Us

We’re a software company with a creative side. We’re a full‑service creative studio with a serious technology background. We take a holistic view of sales and marketing, building digital brands that deliver real value to our clients.

As a marketing agency, our innovative digital strategies grab and hold people’s attention, and produce the communication and organizing tools needed for success. With a mix optimized to the specific goals of each client and the character of their target customer demographics, we provide true integration across media platforms and channels.

Our Vision Inteletech Global, Inc provides consulting services to assist clients with their ongoing demand for changing IT environments. The early 2000s were an exciting time for IT. Digital technology was transforming our lives, and with each innovation, it became clear that digital was the future. We use our Global Delivery Model for the success of every engagement. Improve effectiveness and efficiency of IT application environments by adopting re‑usable software platforms. Our onsite teams work directly with our clients to understand and analyze the current‑state of problems and design specifically tailored conceptual solutions.

Do you have at least 5 years of combined experience in IT helpdesk/technical support and executive‑level administrative support (calendar management, onboarding, travel coordination)?

Do you have hands‑on experience with procurement‑related tasks such as purchase orders (POs), renewals, or supply ordering in an IT or corporate environment?

This is a fully onsite role in Indianapolis and requires handling sensitive and confidential information for executive leadership. Are you comfortable working onsite and maintaining strict confidentiality?

I was referred to this position by a current employee.