Technical Services Administrative Professional

SME•Fort Wayne, IN

1d•Onsite

About The Position

SME is seeking a Technical Services Administrative Professional to work in person five days a week at its Fort Wayne, Indiana office and provide administrative support to the Indianapolis and New Albany (Louisville Metro) locations. The role is a proactive, cross-functional contributor supporting multiple service groups and managing operational activities at the team, office, and company levels. In collaboration with other administrative professionals, the position supports project coordination, business development, client engagement, and the smooth operation of the office. The role requires strong administrative expertise, including document management, calendar and scheduling management, communication, process adherence, office software proficiency, customer service, and task management. The professional is expected to maintain accessible, current records; manage multiple tasks, meetings, and deadlines independently; anticipate the needs of project managers and leaders; identify process improvements; coordinate work across teams; and help train and guide peers.

Requirements

At least 7 years of related experience.
Proficient knowledge of Microsoft Office Suite programs.
Effective verbal and written communication skills.
Ability to work independently and collaboratively in a team-oriented environment.
Strong attention to detail.
Ability to collaborate regularly with others in day-to-day work.
Willingness to learn SME’s services and communicate effectively with clients on the phone.
Demonstrated ability to maintain predictable, consistent, reliable in-office attendance and adhere to established work schedules.
Valid, unrestricted U.S. driver’s license and access to a reliable vehicle for work-related travel when a company vehicle is unavailable.
Must maintain eligibility for coverage under SME’s auto insurance policy.
Ability to operate a Windows computer.
Ability to meet tight deadlines and adapt to changing project needs with little or no notice.
Ability to sit for long periods.
Ability to communicate professionally, draft and finalize correspondence and deliverables, and present information clearly and concisely.
Ability to communicate effectively with people at all levels of the organization.
Problem-solving skills and ability to handle unexpected challenges with composure and efficiency.
Ability to adapt to new technologies, tools, systems, software, and processes accurately and independently.
Ability to complete training proactively, research and attempt to solve problems, and seek help when needed.

Nice To Haves

Experience creating and maintaining step-by-step instructions and process guidance.
Experience training, mentoring, or guiding peers.
Proactive interest in formal, peer, or self-directed learning.
Willingness to research, test, and document new software and technology for team use.

Responsibilities

Proofread, format, and process letters, proposals, reports, specifications, spreadsheets, photo logs, and boring logs in accordance with company standards.
Run reports and follow up on outstanding items using internal programs.
Track project requirements and follow up on signed client proposals, safety forms, reports, and change orders.
Apply SME’s retention policy to project records.
Track equipment and vehicles, including maintenance and recalls.
Answer phones and greet guests.
Coordinate and attend meetings, participate in office committees, document tasks and assignments, track deliverables, and follow up with project managers.
Update team member resumes with certifications, project experience, and other relevant information.
Assist Marketing with presentations and supporting visual materials using PowerPoint or other programs.
Communicate with team members by phone, email, Microsoft Teams video calls, and in person.
Complete business orders and coordinate with vendors for office maintenance.
Track business expenses and reconcile credit cards.
Coordinate client training and internal and external lunch-and-learn events; assist with certification applications, printed materials, and meals.
Assist project managers with accounts payable and accounts receivable.
Coordinate primarily internal meetings, including room arrangements, IT needs, and meals.
Arrange travel for field and office team members.
Work with HR and IT to facilitate onboarding of new team members.
Coordinate and assist with planning events.
Support administrative team members at all levels.
Set up routine check-ins with project managers and leaders to track upcoming projects and deadlines, identify support needs, and arrange backup coverage when needed.
Identify recurring questions or delays, recommend process improvements to leaders, and help update processes.
Coordinate deliverables for multi-service projects by tracking assignments, due dates, and status updates, and communicating next steps to relevant team members and leaders.
Create step-by-step instructions for tasks and processes, train and guide team members, and support them as they learn.
Maintain accurate, accessible, and up-to-date records and documentation.
Manage calendars, schedules, tasks, meetings, and deadlines independently.
Learn SME’s services and communicate effectively with clients by phone.
Operate a Windows computer and drive a company or personal vehicle for business-related purposes.
Work occasional overtime and weekends as required by project deadlines.

Benefits

Medical insurance, with SME covering the premium cost for employees and their families, available after 30 days of employment.
Dental insurance available after 30 days of employment.
Vision insurance available after 30 days of employment.
401(k) match.
Yearly profit sharing paid directly into the employee’s 401(k).
Yearly performance bonuses.
Yearly wage evaluations.
Flexible Spending Account.
Tuition reimbursement.
Competitive paid time off.
Volunteer Time Off.