Receptionist – Administrative Assistant

ICC NTA LLC•Nappanee, IN

1d•$17 - $19•Onsite

About The Position

This role handles a range of administrative tasks, including processing applications and renewals for engineers' licenses and company memberships. You will manage daily office functions, such as acting as a professional phone receptionist and coordinating all incoming and outgoing mail and shipments. The role also involves assisting department heads and other clerical staff with various special projects and deadlines.

Requirements

High School Diploma or Equivalent
Ability to sit for extended periods while working at a computer or desk
Occasional standing, walking, and reaching to access files or office supplies
Manual dexterity for typing, filing, and handling office equipment
Ability to lift and carry up to 20 pounds occasionally (e.g., office supplies, documents)
Visual acuity to read printed and digital materials
Auditory ability to communicate effectively in person and over the phone
May need to climb stairs in multi-level office building

Responsibilities

Manage licensing and renewals for professional engineers (PE) and ensure all required continuing education units (CEUs) are tracked and communicated.
Oversee NTA company memberships, including processing new applications and renewals, and maintaining accurate records in the online system.
Process and renew all third-party licenses and Certificates of Authorization (COAs).
Answer and direct phone calls in a professional, courteous, and efficient manner.
Coordinate all daily incoming and outgoing mail and shipments, including distributing mail and picking up packages from the post office.
Serve as the primary point of contact for external vendors, including CINTAS, and schedule all corporate building and lawn maintenance as needed.
Maintain a current inventory of all office supplies, placing new orders as needed to prevent shortages.
Assist with company vehicle purchases and maintain detailed records for insurance purposes.
Distribute vehicle insurance information to drivers and answer any related questions.
Maintain all vehicle registrations for vehicles plated in Indiana.
Coordinate the use and maintenance of all on-site corporate vehicles.
Manage and submit monthly state modular reporting for multiple jurisdictions.
Participate in IBTS audits
Maintain a spreadsheet of "Hit List" items upon the completion of all audits.
Handle highly sensitive information with the utmost discretion and confidentiality. This includes employee data like Social Security numbers, as well as documents related to pay and legal matters for HR.
Step in to assist with the duties of the Insignia & Project Processing Associate during their absence.
Plan, organize, and execute monthly employee engagement events and employee recognition.
Perform other duties, responsibilities and special assignments as assigned.