Dynamic Office Coordinator & Admin Support

Beacon Hill; Indianapolis (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Beacon Hill, an accounting firm in Indianapolis, seeks a full-time office assistant to serve as the first point of contact for clients and visitors. The role focuses on reception duties, mail management, vendor coordination, event support, and general administrative tasks.

The ideal candidate has 2+ years in an office support role, strong communication skills, and proficiency with Microsoft Office. Public accounting or professional services experience is a plus, with a professional, proactive

Qualifications

• 2+ years in an office coordinator, receptionist, administrative assistant, or office management role.
• Experience in a professional services environment is a plus (public accounting, legal, consulting, or financial services).
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and Teams.
• Experience coordinating vendors, facilities requests, and office operations.
• Professional demeanor with ability to interact confidently with clients and executives.

Responsibilities

• Serve as the first point of contact for clients, visitors, and vendors, maintaining a professional and welcoming reception area.
• Answer and direct incoming phone calls, take messages, and respond to general inquiries.
• Receive, sort, distribute, and prepare outgoing mail, packages, and deliveries.
• Coordinate courier services, shipping, and overnight deliveries.
• Manage office supply inventory and place orders to ensure adequate stock levels.
• Maintain kitchen, conference room, and common area supplies.
• Coordinate catering orders for meetings, trainings, client events, and office functions.
• Set up and clean conference rooms before and after meetings.
• Track vendor invoices and assist with processing and payment coordination.
• Schedule and coordinate service appointments with office vendors and contractors.
• Assist with onboarding logistics, including workspace preparation and office access requests.
• Monitor office equipment and coordinate service calls for copiers, printers, and other office machinery.
• Maintain organized filing systems and office records.
• Provide administrative support to firm leadership and staff as needed.
• Assist with coordinating employee engagement activities, celebrations, and special events.
• Support various operational and administrative projects as assigned.

Skills

Customer service

Communication

Organization

MS Office

Tools

Outlook

Word

Excel

Teams

Job description

Beacon Hill, an accounting firm in Indianapolis, seeks a full-time office assistant to serve as the first point of contact for clients and visitors. The role focuses on reception duties, mail management, vendor coordination, event support, and general administrative tasks.

The ideal candidate has 2+ years in an office support role, strong communication skills, and proficiency with Microsoft Office. Public accounting or professional services experience is a plus, with a professional, proactive