Job Details:

This position performs a variety of clerical duties, maintains client and vendor contact information, places orders, processes vendor payment (AP), fields invoicing and payables questions, files documents, controls entrance to the property, greets and escorts clients, regulatory officials, and vendors contacting and visiting the property, and provides administrative support as directed. 

Essential Duties and Responsibilities


  • Primary administrative duties, including gatekeeping, answering calls and transferring as necessary, visitor verification and check-in, and maintenance of office supplies
  • Prepare information folders for onsite visitors consisting of designated marketing materials.
  • Basic bookkeeping and accounting duties as specified (See below)
  • Field vendor questions concerning invoices. Accurately capture the specifics.  Seek answers from the subject matter expert and then communicate answer back to the vendor
  • Update job knowledge by participating in educational opportunities
  • Assist in labeling and packing operations
  • Perform data processing input of client orders in validated warehouse management system
  • Protect organization’s value by keeping information confidential
  • Other duties as assigned by supervisor or management staff

Purchase & Accounts Payable (AP) functions

  • Collect, verify, and process Accounts Payable
  • Scan, sort, and file accounts payable data
  • Analyze discrepancies and unpaid invoices
  • Assist with 1099 processing
  • Maintain COI records and ensure all vendors are current
  • Assist with bank reconciliations
  • Perform additional duties as assigned by manager

Education and/or Experience 

High school or equivalent education (additional training/certification is preferred). Two to five years of experience and/or training; or equivalent combination of education and work experience. Experience in regulated industry is a plus.

Valid Drivers License Required

Computer Skills

To perform this job successfully, an individual should have proficient knowledge of Microsoft Word, Microsoft Excel, Microsoft Outlook and Internet Explorer or equivalent internet search engine.  Proficiency in Microsoft Navision 2013 Sentry’s ERP / Accounting Software or similar is optimal. Experience with Salesforce and/or other CRM is a plus.

Location: Indianapolis, IN

Department: Administration

Schedule: Full Time, On-Site

Education: High School Diploma or Equivalent (Required) 

Experience: 2-5 Years Related