Office Coordinator

Motorsport Network, LLC; Indianapolis (IN); Hybrid; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical benefits

401(k) retirement plan

Disability benefits

Annual bonus

Paid time off

Kit apparel discounts

Job summary

Arrow McLaren in Indianapolis is seeking an Office Coordinator to serve as the front desk receptionist and support daily operations across administrative and finance-related activities. You will welcome guests, manage calls, coordinate tours, and ensure conference room tech is ready for meetings.

The role requires 3-5 years in administrative roles, superb customer service, and strong organizational and communication skills. This is a fast-paced, dynamic environment common in sports programs.

Qualifications

• 3-5 years of administrative, office coordination, or workplace experience.
• Exceptional customer service and interpersonal skills.
• Strong organizational, time management, and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Serve as the primary front desk receptionist, welcoming guests and visitors.
• Manage and direct incoming calls, messages, and inquiries promptly.
• Coordinate and conduct facility tours for guests and fans.
• Ensure conference room technology and AV equipment are operational.
• Monitor, order, and restock office supplies for daily operations.
• Maintain cleanliness and readiness of breakrooms and common areas.
• Assist with internal office communications and employee engagement activities.
• Provide administrative support across departments as needed.
• Support special projects, events, and other duties as assigned.

Skills

Customer service

Interpersonal skills

Organizational skills

Communication

Discretion

Microsoft Office

Smartsheet

Tools

NetSuite

Smartsheet

AV equipment

Video conferencing

Job description

The Office Coordinator serves as the team's front desk receptionist and is responsible for supporting the organization's daily operations through a combination of administrative, operational, and communication responsibilities. As the first point of contact for employees, guests, partners, fans, and vendors, this role creates a professional and welcoming experience while serving as a central point of coordination across the organization. The position manages front-office operations, internal communications, employee engagement initiatives, and administrative processes while supporting finance-related activities.

Company Description

Arrow McLaren is McLaren Racing's IndyCar team, located in Indianapolis at its new McLaren Racing Center headquarters on the northwest side of the city. By joining our team, you'll be part of an exhilarating racing program that aims to set the standard for high performance in sport. Our behaviors define what matters most to us:

One Team - Embrace the Quest - No Dilution - Be Comfortable with the Uncomfortable - Never Stand Still - Go Again - Sweep the Floor

Every day, we want members of this team to come to work with a simple goal in mind: Build better race cars and develop better ways to go racing. Focus on the process, enjoy the process of continual improvement and the results will take care of themselves.

Qualifications

Front Office Operations

• Serve as the primary front desk receptionist, welcoming guests, fans, and visitors with professionalism, enthusiasm, and exceptional customer service.
• Manage and direct incoming phone calls, messages, and inquiries in a timely and professional manner.
• Coordinate and conduct facility tours for guests and fans, including maintaining and updating tour scripts and materials.
• Ensure conference room technology, digital displays, TVs, and teleconferencing equipment are operational and meeting ready.
• Monitor, order, and restock office, breakroom, and kitchenette supplies to support efficient daily operations.
• Maintain the cleanliness, organization, and readiness of breakrooms, meeting spaces, and common areas.
• Assist with internal office communications, employee engagement activities, and workplace coordination initiatives.
• Provide administrative and operational support across departments as needed.
• Support special projects, events, and other duties as assigned.

Finance & Administrative Support

• Administer corporate credit card reconciliation through the Key2Business expense management system.
• Collect and review receipts, supporting documentation, and transaction explanations from cardholders to ensure compliance and accuracy.
• Generate transactional reports, review expenditures, and assign appropriate accounting codes in accordance with company policies.
• Prepare and reconcile expense reports for Finance team review and approval.
• Upload completed reconciliations and supporting documentation into NetSuite in a timely and accurate manner.
• Serve as a liaison between cardholders and the Finance team to resolve discrepancies and ensure timely submission of required documentation.
• Maintain organized records and support audit and compliance requirements related to corporate card expenditures.

Knowledge, Skills and Experience:

• 3-5 years of administrative, office coordination, or workplace experience, preferably in sports, hospitality, events, or other fast-paced environments
• Exceptional customer service and interpersonal skills with a professional, welcoming demeanor
• Strong organizational, time management, and multitasking abilities
• Excellent written and verbal communication skills
• Ability to manage confidential and sensitive information with discretion
• Proficiency in Microsoft Office applications and collaboration tools (Smartsheet preferred)
• Experience supporting office operations, workplace services, events, and visitor experiences
• Comfort supporting conference room technology, audiovisual equipment, and teleconferencing platforms
• Detail-oriented with strong problem-solving and decision-making skills
• Self-motivated with the ability to work independently while providing support across multiple departments

Total Rewards:

• Comprehensive Medical, Dental, & Vision benefits
• 401(k) retirement savings plan with company match
• Voluntary life, short-term and long-term disability benefits
• Annual bonus plan
• Competitive paid time off plan
• Company discounts, including kit apparel

Additional Information

Arrow McLaren is committed to equal employment opportunity. All applicants will receive consideration for employment without regard to age, disability, ethnicity, gender (including gender identity and gender expression), marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status or condition protected by applicable federal, state, or local laws.