Administrative Coordinator

McGuire Sponsel; Indianapolis (IN); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

4 weeks PTO

9 paid holidays

Summer Fridays

Wellness programs

401(k) with employer match

Flexible Spending Accounts

Health Savings Accounts

Life and AD&D insurance

Team-building events

Job summary

McGuire Sponsel in Indianapolis (HQ) is seeking an Administrative role to support reception, scheduling, vendor relations, mail, and general office functions within a national specialty tax and advisory firm.

Reporting to the Administrative Manager, this full-time, non-exempt position offers hourly pay and a suite of benefits. AAS or equivalent experience, plus strong organizational and communication skills, are essential for success.

Qualifications

• Associate's degree or equivalent experience preferred.
• Experience in professional services or consulting environment preferred.
• Excellent organizational and multitasking abilities.
• Strong communication skills (verbal and written).
• Ability to prioritize deadlines and maintain confidentiality.
• Detail-oriented with high discretion.
• Self-motivated and able to work independently and with others.

Responsibilities

• Serve as the first point of contact for visitors, vendors, and communications.
• Maintain a professional, organized, and welcoming office.
• Coordinate office maintenance, equipment, and vendor relationships.
• Manage office supply inventory and purchasing.
• Coordinate mail, deliveries, and shipments.
• Provide administrative support to leadership and consulting teams.
• Manage calendars, schedule meetings, and coordinate conference rooms.
• Organize filing systems (electronic and physical).
• Assist with expense reports, travel arrangements, and invoice processing.
• Assist with new hire onboarding logistics and orientation activities.
• Support employee engagement initiatives and internal communications.
• Maintain confidential employee records and docs.
• Coordinate training schedules and recognition programs.
• Identify opportunities to improve administrative processes and office efficiency.
• Maintain company policies, forms, and docs.
• Ensure confidentiality of information.
• Perform additional duties as assigned.
• Plan, prioritize, and organize; logistics and transportation management.

Skills

Strong verbal and written comms

Organizational multitasking

Prioritize deadlines

Professional demeanor with customer服务

Confidential information handling

Problem solving & critical thinking

Independent yet collaborative

Education

Associate's degree in Business Admin/Communications

Equivalent professional experience considered

Experience in professional services/ consulting environment preferred

Job description

Career Opportunities with McGuire Sponsel

A great place to work.

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McGuire Sponsel is a national specialty tax and advisory consulting firm founded in 2007. We serve more than 500 CPA and real estate firms across the country, and are recognized for combining our technical expertise with exceptional client service. With five offices throughout the United States: Indianapolis (HQ), Atlanta, Dallas, Phoenix, and Detroit, we are a rapidly-growing consulting firm and pride ourselves on finding and cultivating the best talent! Read about our GREAT culture below...

Core Values

• Growth Mindset: We embrace challenges as opportunities to learn and evolve. With a deep desire to continuously level up, we approach our work with curiosity, humility, and a willingness to fail forward. Progress is built on iteration, not perfection.
• Relationship Focus: We invest in authentic, trusting relationships — with our clients, our teammates, and ourselves. We lead with honesty, communicate openly, and collaborate with intentionality. Strong relationships are our foundation for great work and long-term success.
• Strives for Excellence: We hold ourselves to the highest standards of integrity, quality, and intelligence. From strategic thinking to technical execution, we take pride in delivering exceptional work. Excellence is not an outcome — it's a mindset we bring to everything we do.
• Awareness: We operate with emotional intelligence and self-awareness, understanding how our actions impact others and the broader team. We’re committed to personal growth, constructive feedback, and leading ourselves before leading others.
• Tenacity: We show up with resilience, grit, and determination — especially when the work gets hard. We’re solutions-oriented, driven, and persistent in pursuing the best outcomes for our clients and our team. We don’t give up; we level up.

Role Overview

McGuire Sponsel’s unique business model assists firms with identifying opportunities for their clients. By serving as an extension of our partner CPA firms, McGuire Sponsel strengthens client relationships by offering a conservative approach to delivering services that fall outside the traditional practices of local and regional accounting firms. Our efforts have established McGuire Sponsel as a leading technical resource to CPAs across the country.

Department: Administration
Reports to: Administrative Manager
Type: Full-time, Non-exempt
Pay: Hourly

Responsibilities

• Serve as the first point of contact for office visitors, vendors, and incoming communications.
• Maintain a professional, organized, and welcoming office environment.
• Coordinate office maintenance, equipment, and vendor relationships.
• Manage office supply inventory and purchasing.
• Coordinate incoming and outgoing mail, deliveries, and shipments.
• Provide administrative support to leadership and consulting teams.
• Manage calendars, schedule meetings, and coordinate conference rooms.
• Organize electronic and physical filing systems.
• Assist with expense reports, travel arrangements, and invoice processing.
• Assist with new hire onboarding logistics, including preparing workspaces, coordinating equipment, and scheduling orientation activities.
• Support employee engagement initiatives, company events, and internal communications.
• Maintain confidential employee records and administrative documentation.
• Coordinate training schedules and assist with employee recognition programs.
• Identify opportunities to improve administrative processes and office efficiency.
• Maintain company policies, forms, and administrative documentation.
• Ensure confidentiality of company, client, and employee information.
• Perform additional administrative duties as assigned.
• Planning, prioritizing, and organizing
• Logistics and transportation management
• Taking initiative

Role Qualifications

• Associate's degree in Business Administration, Communications, or a related field preferred.
• Equivalent professional experience may be considered.
• Experience in a professional services, consulting, accounting, engineering, or corporate environment is preferred.
• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Outstanding attention to detail.
• Ability to prioritize competing deadlines.
• Professional demeanor with excellent customer service skills.
• High level of discretion when handling confidential information.
• Strong problem-solving and critical thinking abilities.
• Self-motivated with the ability to work independently and collaboratively.
• Pet Wellness (Wagmo)
• Voluntary STD benefits and company-paid LTD
• Flexible Spending Accounts and Health Savings Accounts
• Life and Accidental Death & Dismemberment Insurance
• Supplemental Benefits (Accident, Cancer, Hospital Indemnity, & Critical Illness)
• Savings Marketplace – discounts on hotels, flights, movie tickets, electronics and more
• 401(k) with employer match
• 4 weeks of PTO
• 9 paid holidays & Summer Fridays
• Wellness programs
• Team-building events and social outings
• Clear career path and advancement opportunities

EEO Statement
McGuire Sponsel is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic.