Technical Services Administrative Professional

GENERAL DESCRIPTION

SME is looking for an Technical Services Administrative Professional to work in-person, 5 days a week, in our Fort Wayne, Indiana location. In addition to working in our Fort Wayne office, this individual will assist our administrative team for our Indianapolis and New Albany (Louisville Metro) locations.

Technical Services Administrative Professional operates as a key contributor within the organization, providing proactive, cross-functional support across multiple service groups. In this role, you will take initiative in managing operational activities at the team, office, and company levels. With collaboration from other administrative professionals, you will handle a broad range of responsibilities, including project coordination, business development support, and client engagement efforts, while also collaborating with other administrative professionals as needed. The Technical Services Administrative Professional should be an expert in a range of essential administrative responsibilities that ensure the smooth operation of an office. Some key areas of expertise include, but are not limited to, document management, calendar and scheduling management, communication, process adherence, office software proficiency, customer service, and task management.

RESPONSIBILITIES

• Proofread, format and process letters, proposals, reports, specifications, spreadsheets, photo-logs, and boring logs with the responsibility of ensuring they follow our company standards.

• Run reports and follow up with outstanding items. (Multiple internal programs will be used).

• Track and follow up on project requirements. (proposals signed by clients, safety forms, reports, and change orders). Understand and apply SME’s retention policy for project records.

• Equipment and vehicle tracking, such as maintenance and recalls.

• Answer phones and greet guests.

• Coordinate and attend meetings and participate on office committees to capture key tasks, document assignments, track deliverables, and follow up with Project Managers to help with their deliverables.

• Assist Marketing by updating team member resumes (e.g., certifications, project experience, etc.).

• Assist Marketing with development of deliverables for presentations (PowerPoint or other supporting programs for visuals.); Communication with team members will be in several different forms, including 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.

• Coordinating client training and lunch and learn events internally and externally, also assist in preparing applications for certifications, printed materials, and meals.

• Assist Project Managers with accounts payable and receivables.

• Coordinate meetings, primarily for internal team members.

• Arrange travel for field and office team members; Setting up meetings, primarily internally with room arrangement, IT needs, and meals.

• Working with HR and IT to facilitate onboarding of new team members.

• Coordinate and assist in planning events.

• Support administrative team members at all levels.

Anticipate needs of Project Managers and Leaders: Set up routine check-ins with Project Managers and Leaders to track upcoming projects and deadlines, identify support needs early, and arrange backup coverage when unavailable, without being prompted by Leaders.

Recommend process improvements: Identify repeated questions or delays in a routine process, suggest a clearer process, present to leaders, then help update processes so the Team can complete the work more consistently.

Coordinating work across teams: Coordinate deliverables for a multi-service project by tracking assignments, due dates, and status updates, then communicating next steps to the appropriate Team Member, Project Manager, or other Leaders.

Transitions from learning from others to training, mentoring, or guiding peers. Create step-by-step instruction for a task or process, walk Team Members through the process, and remain available to support Team Members until they can complete the work confidently on their own.

This Team Member not only enjoys completing tasks but also excels in creating and maintaining records and ensuring that all documentation is both accessible and up to date. Attention to detail extends to managing calendars and scheduling, skillfully managing multiple tasks, meetings, and deadlines independently without instruction. They can coordinate seamlessly with Team Members and clients.

REQUIRED QUALIFICATIONS AND SKILLS

• 7 years of related experience.

• Proficient knowledge of Microsoft Office Suite programs.

• Must have effective verbal and written communication skills.

• Ability to work independently and collaboratively in a team-oriented environment.

• Detail-oriented.

• Regular day-to-day collaboration is required.

• 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.

• Must possess a valid, unrestricted U.S. driver’s license and have access to a reliable vehicle for work-related travel, when a company vehicle is unavailable and must maintain eligibility for coverage under SME’s auto insurance policy.

ESSENTIAL FUNCTIONS

• Must be able to operate a Windows computer.

• Ability to meet tight deadlines and adapt to changing project needs with little to no notice.

• Ability to sit for long periods of time.

• Work occasional overtime and weekends as required by project deadlines.

• Ability to drive a company or personal vehicle for business related purposes.

Characteristics we will look for in this person

Possesses strong communication skills, both written and verbal. Drafts professional correspondence, letters, and proposals, review, format, and finalizing deliverables, and presents information clearly and concisely. Communicate effectively with others at all levels of the organization to enhance overall workflow and teamwork. Actively participates in meetings and shares best practices with Team Members often.

Exhibits a proactive mindset, often identifies potential issues before they arise and initiates steps to mitigate them. Demonstrates problem-solving skills, able to handle unexpected challenges with composure and efficiency.

Quickly adapts to new technologies, tools, systems, software, and processes accurately and without reminders or repeat training. Completes training proactively and independently, asking for help after researching and attempting to solve problems. Trains Team Members on SME best practices to help them stay current.

Curious and proactive self-starter who takes ownership of the growth of themselves and the team when new software and technology is introduced. Volunteers to research, test, and create clear, practical step-by-step instructions and guidance for the team without being prompted by Team Leader, Regional Leader, and/or Group Leader.

Actively seek opportunities for formal, peer, or self-directed learning without being prompted by Leadership. Demonstrates a commitment to personal and professional excellence.

SME's Core Values:

• Honesty and Integrity
• Respect
• Selfless Service
• Teamwork
• Practical Solutions

Benefits:

At SME, we believe that taking care of our employees is the cornerstone of our success. Our commitment to your well-being goes beyond a job- it is about helping you thrive both personally and professionally. We offer a benefits package that is not simply meeting an expectation, but a key component of your overall job satisfaction. The following list highlights many of the benefits SME offers its employees.

• SME provides Medical, Dental, and Vision after 30 days of employment.
• SME covers the premium cost of medical insurance so that you and your families never have to worry about the costs of healthcare.
• 401k match
• Yearly profit sharing that goes directly into your 401k
• Yearly performance bonuses
• Yearly wage evaluations
• Flexible Spending Account
• Tuition Reimbursement
• Competitive Paid Time Off
• Volunteer Time Off

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.