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Office Administrator

1 month ago

Indianapolis, United States Performance Validation Full time

Are you a meticulous organizer with a knack for numbers? Join our team as a Part-Time Office Administrator and dive into a role that blends administrative tasks with basic accounting responsibilities. We’re looking for a talented, proactive individual to support our team and keep our office running smoothly. This is a fantastic opportunity to gain valuable experience while enjoying flexible hours, full medical/dental/vision benefits, and a positive work atmosphere.


About Us

Here at Performance Validation, Inc (PV) we have been providing Commissioning, Qualification, and Validation services to the life science industries for 35 years We are a 100% employee owned company with teams in Indiana, Michigan, Illinois, Kansas, Washington, and North Carolina, and we support clients throughout the US and overseas. As an employer, PV is committed to providing growth opportunities to our employees through professional development, implementation of new services, and cultivation of new geographical areas.


Expectations

The Office Administrator is responsible for providing administrative support for the company through the management of day-to-day operations and for its regionally based divisional teams. This individual is expected to support company values as they relate to employees and customers, work with integrity, confidentiality, and professionalism, promote open and honest communication, and be attentive and accurate.


Responsibilities

Planning and Organization

  • Manages calendars for management, FTO, ESOP, Quality, new hire onboarding, and morale/team events and for external client facing meetings, conferences, and exhibitions.
  • Organizes travel, sustenance and required materials for internal and external events, completing expense reports as needed.

Processes and Tools

  • Assists Accounting with the company’s revenue life cycle – creates invoices, checks status of client projects, chases engineer timesheets and corrections, reconciles receivables payments, and chases client payments.
  • Processes accounts payable including expense reports in ERP and enters ACH data into the company’s banking portal.
  • Maintains integrity of the Learning Management system (LMS) and the company’s organizational charts.
  • Updates and maintains Quality and safety records and supports Quality manager during internal and external audits.
  • Develops, updates and issues metrics and reports to support business analysis.
  • Supports service delivery leadership as needed.
  • Additional duties in support of the company as assigned by management.

General Office Management

  • Supports company operations by maintaining building/office systems
  • Manages office equipment and supplies, cleaning, food, and promotional vendors and office inventory.
  • Formats documents, maintains files, project files and the general office files.


Special Skills Required

  • Pro-active, creative, implements business improvements.
  • Self-motivated, professional demeanor, excellent organizational skills, collaborative people person, high attention to detail.
  • Ability to multitask, manage time well, and effectively prioritize and manage upwards.
  • Strong intrapersonal skills, excellent verbal and written communicator.
  • Strong computer and database skills, able to learn new systems. Proficient with MS 365 Office products.


Qualifications & Education Requirements

  • A two-year degree in a relevant discipline and 5 years+ of administrative experience.
  • Bookkeeping experience with ERP system strongly preferred.
  • Pharmaceutical or healthcare industry experience in a services company a plus.


What we have to offer

  • Competitive base salary
  • Biannual profit share
  • Employee stock ownership program
  • 401(k) company match
  • Flexible time off and holidays
  • Internal and external training opportunities
  • Medical, vision, and dental coverage
  • Disability and life insurance
  • Cellphone stipend
  • Growth opportunities
  • Company-sponsored team building outings
  • A collaborative work environment
  • Work/life balance


Qualified candidates must be legally authorized to be employed in the United States. Performance Validation, Inc. does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position.

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