Administrative Specialist

United States·Indianapolismid

Administrative SpecialistAdministration & Office Support

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Overview

Administrative SpecialistLocation: Indianapolis, IN (Onsite)Hours: Monday – Friday | 8:00am-5:00pmPACIV (pronounced pah-SEEV) stands for Process Automation, Controls,

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Administrative SpecialistAdministration & Office Support

Administrative Specialist
Location: Indianapolis, IN (Onsite)
Hours: Monday – Friday | 8:00am-5:00pm

PACIV (pronounced pah-SEEV) stands for Process Automation, Controls, Instrumentation & Validation

We are a 30-year old engineering services company specializing in automation & controls, validation, and instrumentation. Our teams solve complex challenges, support industry-leading facilities, and make a measurable impact on critical manufacturing operations every day.

We are looking for a highly organized, proactive Administrative Specialist to join our Indianapolis, IN team to serve as the operational heartbeat of our office. In this position, you will support multiple departments, coordinate daily office operations, manage vendor relationships, and help create a positive and productive workplace environment.

The Administrative Specialist serves as a key resource for office operations, supporting employees, customers, visitors, and vendors while helping maintain an organized and productive workplace. This role contributes directly to the efficiency and success of our team.

What You Will Do

Office & Facility Operations

Serve as the primary point of contact for visitors, vendors, and office inquiries
Manage incoming and outgoing mail, phone calls, and correspondence
Coordinate facility maintenance requests and office-related services
Oversee janitorial services and other office vendors
Act as liaison between vendors, service providers, and building management

Inventory & Purchasing

Manage inventory levels across multiple office locations and breakrooms
Purchase office supplies, equipment, and facility materials
Ensure office resources are stocked and available for employees

Administrative Support

Support Accounting, Human Resources, Sales, and Operations teams
Manage document preparation, file organization, and record management that will support business operations
Coordinate travel arrangements and related logistics
Maintain customer, project, and company documentation & records
Provide proposal formatting and administrative support as needed

Employee Engagement & Events

Coordinate meetings, training sessions, and company activities
Assist with employee engagement initiatives and internal communications

Customer & Employee Support

Respond professionally to employee, customer, and vendor inquiries
Resolve routine administrative and operational issues
Support daily office needs to keep operations running efficiently

Qualifications

Associate degree in Business Administration, Office Management, or a related field preferred. Candidates with comparable work experience are encouraged to apply.
2-5 years of administrative, office management, or related experience
Strong organizational and multitasking abilities
Excellent written and verbal communication skills
Proficiency with Microsoft Outlook, Word, Excel, and Teams
Strong attention to detail and follow-through
Ability to work independently and manage competing priorities
Professional and customer-focused approach

Notary Public certification or willingness to obtain certification
NetSuite experience is a plus

What Success Looks Like

Highly organized and dependable
Resourceful and proactive
Comfortable working with multiple teams
Detail-oriented and service-focused
Adaptable in a fast-paced environment
Passionate about creating an efficient, welcoming workplace

Why Join PACIV?
We are a stable 30-year-old company where every team member plays an important role in supporting our clients and our people. As an Administrative Specialist, you will have the opportunity to work closely with leaders across the organization, contribute to company culture, and make a direct impact on our day-to-day success.

If you enjoy organization, problem-solving, and supporting high-performing teams, we encourage you to apply.

Compensation & Benefits
Hourly Rate: $22-$24
PACIV offers a competitive compensation package designed to support employee well-being and long-term financial success.

Generous Paid Time Off: Vacation, Sick Leave, and Company Holidays
PACIV pays 90% of yearly health care premiums
Health Savings Account (HSA) with Company Contributions
401(k) with Company Match up to 4% and immediate vesting with enrollment

Important Hiring Information

Full-time, direct-hire position
No Corp-to-Corp (C2C) or 1099 arrangements
PACIV does not partner with third-party recruiting agencies
PACIV does not provide H-1B sponsorship, H-1B transfers, OPT sponsorship, CPT sponsorship, or employment-based immigration support.