Human Resources Assistant

Rehab Medical LLC; Indianapolis (IN); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health, dental, and vision benefits

401(k) match

Tuition reimbursement

Training and Orientation at HQ

Employee Recognition Program

Leadership Development Program

Employee wellbeing initiatives

Job summary

Rehab Medical LLC, headquartered in Indianapolis, is seeking an HR Assistant to be the first point of contact at the corporate office. You will support workplace operations, executive needs, employee recognition programs, and travel coordination.

The role involves welcoming visitors, coordinating meetings, shipping, office supplies, and providing travel support for the CEO and President. A strong customer-service mindset and MS Office proficiency are essential.

Qualifications

• High school diploma or equivalent required.
• 1+ year in customer service, admin support, receptionist, hospitality, or office roles.
• Strong interpersonal and communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Professional and customer-service oriented approach to employees, visitors, and vendors.

Responsibilities

• Serve as primary receptionist for corporate office and welcome visitors, candidates, vendors, and guests.
• Manage visitor sign-in procedures and notify employees of arrivals.
• Maintain front desk appearance and organization.
• Distribute incoming mail and support outgoing mail and shipping needs.
• Assist with packaging, distribution, and tracking as needed.
• Maintain snack/beverage stations and stock conference rooms.
• Assist with ordering and restocking office, breakroom, and hospitality supplies.
• Provide admin support to CEO and President; assist with meeting prep and travel logistics.
• Coordinate work anniversary gifts, company events, and ticket programs (Colts, Pacers, concerts).
• Plan and support annual President's Club trip and Leadership Retreat logistics.

Skills

Customer service

Communication

Organization

Multitasking

Education

High school diploma

Associate's degree preferred

Tools

Microsoft Office

Job description

3750 Priority Way S. Drive
Indianapolis, IN 46240, USA

Description

Jumpstart your career at Rehab Medical, one of the nation’s leading providers of custom advanced medical equipment and a winner of multiple awards! Headquartered in Indianapolis, Rehab Medical is looking for driven, positive individuals who are ready to grow with us. Join our team and become part of a company that values your impact and development as much as the lives we improve every day.

As we continue to expand our reach, we’re looking to add individuals embodying our core values, making a positive impact on the lives of others, and driving continuous personal and professional growth to our dynamic Rehab Medical team. Whether you’re supporting patients, working with teammates, or building your career, every day brings an opportunity to make a meaningful impact.

Why You Should Apply

• We offer health, dental, and vision benefits plus HSA incentives
• 401 (k) match with personal finance seminars and one-on-one assistance
• Tuition Reimbursement
• Training and Orientation at our Headquarters in Indianapolis
• Employee Recognition Program
• Leadership Development Program
• Health and well-being initiatives through our Employee Assistance Program

For prompt communication, we encourage applicants to opt into texting during the application process.

Position Summary

The HR Assistant serves as the first point of contact for visitors and employees at the corporate office while supporting workplace operations, executive needs, employee recognition programs and travel coordination. This role is responsible for creating a welcoming and organized office environment while providing administrative support for employee experience and executive programs and initiatives.

Key Responsibilities

Front Desk & Visitor Experience

• Serve as the primary receptionist for the corporate office.
• Welcome and assist visitors, candidates, vendors, and guests.
• Manage visitor sign-in procedures and notify employees of arrivals.
• Maintain the appearance and organization of the front desk and reception area.

Mail & Shipping Support

• Distribute incoming mail to appropriate departments and designated team members.
• Provide support for outgoing mail and shipping needs, periodically.
• Assist with package distribution and tracking as needed.

Workplace Operations

• Maintain snack and beverage stations throughout the corporate office.
• Ensure conference rooms and meeting spaces are stocked, organized, and prepared for daily use.
• Assist with ordering and restocking office, breakroom, and hospitality supplies.
• Support overall office appearance and triage to other teams as needed.

Executive Support

• Provide administrative support to the CEO and President.
• Assist with meeting preparation, hospitality, catering, and special requests.
• Coordinate executive travel arrangements and related logistics as needed.

Event Planning & Employee Recognition

• Collaborate with the CEO in coordinating work anniversary and milestone recognition gifts and trips.
• Collaborate with the CEO in managing company ticket programs, including Colts, Pacers, concerts, and other approved events.
• Coordinate ticket distribution, attendee communications and catering.
• Support the CEO in planning and administration of the annual President's Club trip and Leadership Retreat including coordinating event logistics, travel arrangements, attendee communication, meeting materials and vendor support

Travel Coordination

• Coordinate employee travel arrangements in accordance with company travel policies.
• Maintain travel tracking records and related communications.

Qualifications

Required

• High school diploma or equivalent.
• 1+ year of experience in customer service, administrative support, receptionist, hospitality, or office support roles.
• Strong interpersonal and communication skills.
• Basic proficiency with Microsoft Office (Outlook, Word, Excel, and Teams).
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Professional and customer-service-oriented approach to employees, visitors, and vendors.

Preferred

• Associate's degree or coursework in Business, Communications, Human Resources, or a related field.
• Previous experience in an office, reception, or administrative support role.
• Experience coordinating meetings, travel, or events.
• Experience working with Microsoft 365 applications.

Success Traits

• Highly organized and detail-oriented
• Customer-service focused
• Resourceful and proactive
• Comfortable managing multiple priorities
• Professional and dependable
• Adaptable to changing business needs
• Collaborative and team-oriented
• Capable of working independently with limited supervision

Qualifications

Behaviors

Enthusiastic

Shows intense and eager enjoyment and interest

Functional Expert

Considered a thought leader on a subject

Team Player

Works well as a member of a group

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Flexibility

Inspired to perform well when granted the ability to set your own schedule and goals

Self-Starter

Inspired to perform without outside help

Goal Completion

Inspired to perform well by the completion of tasks

Peer Recognition

Inspired to perform well by the praise of coworkers

Education

Required

High School or better.

Preferred

Associates or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.