Office Coordinator

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

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Leave programs

Job summary

Beacon Hill Staffing Group in Indianapolis is seeking a full-time Office Assistant to serve as the welcoming first point of contact for clients, visitors, and vendors. The role includes handling calls, mail distribution, supply management, conference setup, vendor coordination, and onboarding support for staff.

Ideal candidates will have 2+ years in an office coordination or administrative role, strong customer service, and excellent organizational and communication skills.

Qualifications

• Minimum 2+ years in an office coordinator, receptionist, administrative assistant, or office management role.
• Experience in a professional services environment is a plus.

Responsibilities

• Serve as the first point of contact for clients, visitors, and vendors in a professional reception area.
• Answer and direct incoming phone calls, take messages, and respond to general inquiries.
• Receive, sort, and distribute mail and packages; coordinate courier services and deliveries.
• Manage office supplies and keep kitchen and conference areas stocked.
• Coordinate catering for meetings, events, and trainings.
• Set up and clean conference rooms and coordinate vendor maintenance.
• Assist with onboarding logistics and office access requests.
• Support leadership and staff with administrative projects as needed.

Skills

Customer service

Organizational skills

Communication

Multitasking

Microsoft Office

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

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.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries.

Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information

• Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)