Office Operations Associate

PACIV • Indianapolis, IN • 6h ago

Location: Indianapolis, IN (Onsite)

Hours: Monday - Friday | 8:00am-5:00pm

PACIV (pronounced pah-SEEV) stands for Process Automation, Controls, Instrumentation & Validation

We are a 30-year old engineering services company specializing in automation & controls, validation, and instrumentation. Our teams solve complex challenges, support industry-leading facilities, and make a measurable impact on critical manufacturing operations every day.

We are looking for a highly organized, proactive Office Operations Associate to join our Indianapolis, IN team to serve as the operational heartbeat of our office. In this position, you will support multiple departments, coordinate daily office operations, manage vendor relationships, and help create a positive and productive workplace environment.

The Office Operations Associate serves as a key resource for office operations, supporting employees, customers, visitors, and vendors while helping maintain an organized and productive workplace. This role contributes directly to the efficiency and success of our team.

What You Will Do

Office & Facility Operations

Serve as the primary point of contact for visitors, vendors, and office inquiries

Manage incoming and outgoing mail, phone calls, and correspondence

Coordinate facility maintenance requests and office-related services

Oversee janitorial services and other office vendors

Act as liaison between vendors, service providers, and building management

Inventory & Purchasing

Manage inventory levels across multiple office locations and breakrooms

Purchase office supplies, equipment, and facility materials

Ensure office resources are stocked and available for employees

Administrative Support

Support Accounting, Human Resources, Sales, and Operations teams

Manage document preparation, file organization, and record management that will support business operations

Coordinate travel arrangements and related logistics

Maintain customer, project, and company documentation & records

Provide proposal formatting and administrative support as needed

Employee Engagement & Events

Coordinate meetings, training sessions, and company activities

Assist with employee engagement initiatives and internal communications

Customer & Employee Support

Respond professionally to employee, customer, and vendor inquiries

Resolve routine administrative and operational issues

Support daily office needs to keep operations running efficiently

Qualifications

Associate degree in Business Administration, Office Management, or a related field preferred. Candidates with comparable work experience are encouraged to apply.

3+ years of administrative, office management, or related experience

Strong organizational and multitasking abilities

Excellent written and verbal communication skills

Proficiency with Microsoft Outlook, Word, Excel, and Teams

Strong attention to detail and follow-through

Ability to work independently and manage competing priorities

Professional and customer-focused approach

Notary Public certification or willingness to obtain certification

NetSuite experience is a plus

What Success Looks Like

Highly organized and dependable

Resourceful and proactive

Comfortable working with multiple teams

Detail-oriented and service-focused

Adaptable in a fast-paced environment

Passionate about creating an efficient, welcoming workplace

Why Join PACIV?

We are a stable 30-year-old company where every team member plays an important role in supporting our clients and our people. As an Office Operations Associate, you will have the opportunity to work closely with leaders across the organization, contribute to company culture, and make a direct impact on our day-to-day success.

If you enjoy organization, problem-solving, and supporting high-performing teams, we encourage you to apply.

Compensation & Benefits

Hourly Rate: $22-$24

PACIV offers a competitive compensation package designed to support employee well-being and long-term financial success.

Generous Paid Time Off: Vacation, Sick Leave, and Company Holidays

PACIV pays 90% of yearly health care premiums

Health Savings Account (HSA) with Company Contributions

401(k) with Company Match up to 4% and immediate vesting with enrollment

Important Hiring Information

Full-time, direct-hire position

No Corp-to-Corp (C2C) or 1099 arrangements

PACIV does not partner with third-party recruiting agencies

PACIV does not provide H-1B sponsorship, H-1B transfers, OPT sponsorship, CPT sponsorship, or employment-based immigration support.

PACIV is an Equal Opportunity Employer

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