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Assistant - Administrative job

MacAllister MachineryIndianapolis, IN
MacAllister Machinery jobs




Job Description


This position will perform various clerical activities including answering phone calls, directing calls to appropriate individuals, greeting and directing visitors and other additional clerical duties.


* Answer phone calls in a timely manner, provide appropriate information, transfer calls, and take messages when necessary

* Greet visitors as soon as they arrive and connect them with the appropriate party

* Maintain excel spreadsheets and create general correspondence

* Perform administrative duties as assigned by supervisor

* Ensure lobby area is unlocked and opened at the start of the business and closed and locked at the close of business

* Manage conference room scheduling, including Outlook calendars, booking events and etc.

* Perform other clerical functions such as ordering office supplies, updating employee directories on intranet, coordinating repair and maintenance on office machines, etc.

Supervisory Responsibilities:

* No formal responsibility for supervising others


High School Diploma or GED5 years or more of experience as a receptionist or administrative assistantBusiness professional dress - A specific dress code policy applies to this position

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

* Strong multitasking abilities, detail-oriented and self-motivated

* Professional demeanor with both internal and external contacts including personal appearance and friendly, courteous treatment of peers, and people at all levels inside and outside the organization

* Proficient computer and data entry skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/MacAllister/Michigan Cat systems

* Ability to build and maintain effective customer and professional relationships through strong interpersonal skills with emphasis on relationship-building and consistent demonstration of solid professional judgment

* Ability to work in a fast-paced environment

* Good communication skills, including verbal, written and listening skills

* Ability to assist other employees and visitors anytime the need arises

The duties and responsibilities described here are not a comprehensive list, and the scope of the job may change as necessitated by business demands.

MacAllister Machinery Co Inc. is an Equal Opportunity Employer (EEO)
Estimated annual salary


  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.


  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.


  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

MacAllister Machinery


Company - Private


1001 to 5000 employees


$1B to 2B


Indianapolis, IN


Business Services


Chris MacAllister

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