Interstate Business Solutions (IBS) is the nation’s largest, and fastest growing, continuous highway litter removal company. In addition, IBS is a fair chance employer who hires local people who are justice involved, experience homelessness and/or substance abuse. We are seeking a skilled and experienced Operations Assistant to join our team. The Operations Assistant plays a crucial role in supporting the efficient operation and promotion of an organization by providing administrative, social media administration and clerical assistance to various departments and personnel. This position involves a combination of organizational, communication, and multitasking skills to ensure smooth day-to-day operations.

Qualifications

· High school diploma or equivalent; additional education or certifications are a plus.

· Proven experience as an administrative assistant or in a similar role.

· Proficient in MS Office (Word, Excel, Outlook) and other relevant software.

· Strong organizational and multitasking abilities.

· Excellent communication and interpersonal skills.

· Attention to detail and problem-solving skills.

· Ability to handle confidential information with discretion.

Reports to:

· Company President

Primary Duties/Responsibilities

Administrative Support:

· Perform general administrative tasks such as filing, data entry and mailings.

· Manage executive calendars, scheduling appointments, and coordinating meetings.

· Handle incoming calls, emails, and other communications on behalf of the executive office and team.

· Draft, review, and edit executive-level correspondence, reports, and documents.

· Greet and assist visitors to the executive office in a professional and courteous manner.

· Coordinate any necessary arrangements for guest visits.

· Arrange logistics for executive meetings, company events and gatherings, ensuring meeting spaces are well prepared.

· Assist in making travel arrangements for executive team members including preparing itineraries and other travel related details.

Facility Management:

· Oversee day-to-day facility operations, including maintenance, repairs, and cleanliness.

· Coordinate with external vendors for facility services such as cleaning, security, and maintenance.

· Manage office and field operations supply inventory for day-to-day operations.

· Assist in office space planning and layout to optimize efficiency and accommodate growth.

· Coordinate office relocations or expansions as needed.

Finance and Recordkeeping:

· Track and reconcile executive expenses, ensuring accuracy and adherence to company policies.

· Assist with financial audits.

· Assist with vendor payments.

· Maintain organized and up-to-date records, files, and databases.

· Assist in document preparation, formatting, and distribution.

Contract Research:

· Research state, county, city and private contract requirements.

· Assist in the company registration process for each state, county and city.

All other duties as assigned

Benefits:

· Matching 401(k)

· Dental insurance

· Vision insurance

· Disability insurance

· Flexible schedule

· Health insurance

· Life insurance

· Mileage reimbursement

· Unlimited Paid Time Off

· Travel reimbursement

Travel: Up to 10%

Note: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any related duties as required. The employer has the right to revise this job description at any time. The job description is not to be construed as a contract for employment.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Noblesville, IN: Relocate before starting work (Required)

Work Location: In person