Office Coordinator

Beacon Hill; Indianapolis (IN); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Job summary

Beacon Hill is seeking an Office Coordinator/Receptionist to serve as the first point of contact, manage calls and inquiries, handle mail and deliveries, and coordinate vendor services. The role emphasizes professionalism, confidentiality, and strong organizational skills in a fast-paced professional services environment.

Candidate will support firm leadership and staff, assist with events, and collaborate with building management.

Qualifications

• 2+ years of experience in office coordination, receptionist, or administrative roles.
• Experience in professional services is a plus.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Exceptional organizational skills with 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.

Responsibilities

• Serve as the first point of contact for clients, visitors, and vendors in a professional, welcoming reception area.
• Answer and direct incoming phone calls, take messages, and respond to inquiries.
• Receive, sort, distribute, and prepare outgoing mail and packages; coordinate courier services.

Skills

Customer service

Communication

Organization

Multitasking

Time management

Interpersonal skills

Tools

Microsoft Office Suite

Outlook

Word

Excel

Teams

Job description

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.
  

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.

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

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.