Front Desk & Office Operations Coordinator

Beacon Hill Staffing Group; Indianapolis (IN); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Leave programs

Job summary

Beacon Hill Staffing Group, a professional services firm in Indianapolis, seeks a full-time Office Assistant. You will welcome clients, manage calls and mail, coordinate deliveries, and support leadership with diverse admin tasks.

Strong organizational skills and 2+ years of relevant experience are required. Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and excellent communication are essential.

Qualifications

• 2+ years of experience in an office coordinator, receptionist, administrative assistant, or office management role.
• Experience in professional services preferred; public accounting, legal, consulting, or financial services experience a plus.
• 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.

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.
• Partner with building management and office vendors for maintenance, repairs, cleaning services, and facility-related needs.
• 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 skills

Organizational skills

Multitasking

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Job description

Beacon Hill Staffing Group, a professional services firm in Indianapolis, seeks a full-time Office Assistant. You will welcome clients, manage calls and mail, coordinate deliveries, and support leadership with diverse admin tasks.

Strong organizational skills and 2+ years of relevant experience are required. Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and excellent communication are essential.