Administrative Assistant

INDUS is a 100% employee-owned, customer-focused government services provider with expertise in Engineering, Information Technology, Cybersecurity, Program/Financial Management, Logistics, and Data Analytics. At INDUS, we believe in the value of the INDUS team. Together we deliver exceptional customer service, foster a growth and support-centered work environment, and focus on how we can give back to the communities that we serve. Empowering our employees starts on day one and creates an environment full of innovation and promise. By offering mentorship and robust Training and Development opportunities, INDUS continues its pursuit to be the Employer of Choice. 

The People & Culture Team (P&C) embodies the US in INDUS. Our vision is to become the employer of choice by cultivating an integrity-rich workplace, promoting progress through collaboration, and providing exceptional customer service and delivery to our employees and clients.

Reporting to the Director of Facilities, Security, and Administration, the Administrative Assistant will join the Corporate Administration team within the People & Culture (P&C) department. The Administrative Assistant is responsible for performing a variety of research, analytical, and administrative duties and studies of moderate complexity. This position supports the business, technological, and operational activities of assigned functions, operations, programs, department, and/or division. The role requires working independently and with limited supervision, demonstrating initiative and sound judgment in carrying out responsibilities. This position is located in Panama City Beach, FL.

Primary Job Responsibilities

• Responsible for front office and visitor management to ensure smooth daily operations and a professional, welcoming environment for all guests and staff.
• Serves as the primary on-site contact for visitors, staff, and incoming communications; ensure consistent front office coverage during business hours.
• Welcomes and assists visitors; facilitate local new employee orientation and onboarding activities.

Executive & Administrative Support

• Provides direct support to the President/CEO and select executive team members, including special project coordination.
• Manages calendars, incoming calls, travel arrangements, and expense reports for executives.
• Prepares correspondence, reports, agendas, minutes, and other business documents.
• Applies sound judgment in interpreting and implementing organizational policies.

Event & Meeting Coordination

• Manages and plans all company events, both on-site and remote.
• Attends meetings, prepares agendas, records minutes, and tracks follow-up actions with minimal supervision.

Vendor, Purchasing & Financial Administration

• Oversee internal and external vendors; manage accounts, purchasing, and ordering.
• Manage and reconcile purchases and credit card transactions; ensure accurate expense coding.

Security & Compliance

• Oversees the BRIVO security access control for all locations.
• Prepares visit requests for employees to government agencies.
• Manages employee records in the Security Information Management System (SIMS).
• Prepares System Authorization Access Requests (SAAR) and Common Access Card (CAC) forms.
• Assists in developing and monitoring safety programs; manage related reports and documentation.

Data, Records & Policy Management

• Organizes and maintains confidential files, records, and databases.
• Research’s, collects, and updates data in spreadsheets and database systems.
• Manages the formulation and integration of internal policies, SOPs, and administrative systems to ensure compliance and efficiency.

Travel & Systems Administration

• Manages all company CONCUR accounts; provides employee support for travel-related inquiries.

General Support

• Assists with special projects and overflow work from other departments.
• Supports facility management operations and related team activities.
• Bid and proposal support if requested.
• Other duties as assigned.

Required Qualifications:

• An active secret clearance is required to be considered for this position.
• HS Diploma required. 
• At least 3 - 5 years of clerical, secretarial, or other office administration experience supporting executives or other senior leaders.
• Demonstrated experience managing competing priorities while remaining motivated and detail oriented.
• Demonstrated knowledge of office management systems and procedures.
• Must be able to create and edit complex documents and presentations.
• Proven ability to collaborate and work with employees at all levels.
• Must possess basic math and accounting, and data entry skills.
• Proven ability to communicate professionally both verbally and written.
• Ability to understand and follow company and Government policies
  
• Must possess basic computer literacy and data entry skills.
• Demonstrated proficiency in Microsoft Office applications (to include MS Word, Excel, PowerPoint, etc.).
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication skills.
• Demonstrated problem-solving skills.
• Must possess strong time management skills.
• Must be able to work in a fast-paced, changing, and challenging environment.
• Travel Required ~25% travel required. 
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Desired Qualifications: 

• Current Facilities Security Officer (FSO) Program Management for Possessing Facilities certification is desired. Obtaining this certification will be required for all security duties when applicable.
• Prior experience using Applicant Tracking System (ATS) software, Human Capital Management (HCM) Systems, and Security Information Management System (SIMS) and/or Access Control System.

Physical Requirements:

• Must be able to remain seated in a stationary position 50% of the time. Must also be able to alternate between sitting, standing, and walking. 
• The ability to lift items that may weigh up to 50 pounds. 

INDUS is proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ancestry, physical or mental disability, medical condition, marital status, genetics, age, or veteran status or any other applicable legally protected status or characteristic.

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