Office Coordinator

Beacon Hill; Indianapolis (IN); On-site; USD 27,000 - 39,000; Full time

Job summary

Beacon Hill in Indianapolis, Indiana is seeking a full-time Office Coordinator (A1470430CHI). The role offers USD 24 per hour.

You will greet clients and visitors, answer calls, manage mail and packages, coordinate vendors and facilities, maintain supplies, and support leadership. Requirements include 2+ years in an office coordination or admin role and strong communication and organizational skills.

Qualifications

• 2+ years of experience in office coordination, receptionist, or admin roles.
• Experience in professional services is a plus; accounting/legal/consulting preferred.
• Strong customer service, verbal and written communication, and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Be the first contact for clients, visitors, and vendors in a welcoming reception area.
• Answer/direct phone lines, take messages, and respond to inquiries.
• Manage mail, packages, courier services, and deliveries.
• Oversee office supplies, kitchen, conference, and common areas.
• Coordinate catering, setup/teardown of meetings, and events.
• Coordinate vendor invoices, payments, and service appointments.
• Assist onboarding logistics and access requests.
• Maintain filing systems and provide admin support to leadership.

Skills

Customer service

Organizational skills

Communication

Problem solving

Multi-tasking

Tools

Microsoft Office

Job description

Office Coordinator (A1470430CHI) Indianapolis, Indiana

Salary: USD24 - USD24 per hour

Our client, an accounting firm in Indianapolis, Indiana is seeking a full time office assistant.

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.

Requirements:

• 2+ years of experience in an office coordinator, receptionist, administrative assistant, or office management role.
• Experience working in a professional services environment preferred; public accounting, legal, consulting, or financial services experience is 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.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience coordinating vendors, facilities requests, and office operations.
• Professional demeanor and presentation with the ability to interact confidently with clients and executives.
• Ability to work independently and proactively solve problems.
• High level of discretion and confidentiality.