Office Manager

Vaco; Indianapolis (IN); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Full benefits

Job summary

Vaco by Highspring seeks an Office Manager to support its Indianapolis office, serving as the central point of contact for guests, executives, and office operations. The role requires a friendly, professional attitude, initiative, and strong organizational skills.

The position covers front-desk duties, scheduling, travel logistics, meetings, events, and coordination with Marketing and Accounting. Growth into HR support is possible for the right candidate.

Responsibilities

• Provide proactive administrative support for the Indianapolis office and its departments, maintaining a current list of priorities and executing with speed and efficiency.
• Manage front-desk and general office responsibilities, including greeting guests, mail distribution, and shipping labels.
• Maintain office supplies, conference rooms, kitchen, and common areas; manage copier supplies and service needs.
• Serve as an office contact for building management; track facility issues and communicate updates.
• Support executive and team scheduling, calendar management, and meeting preparation, including CRM entries.
• Coordinate executive travel and logistics, including flights, hotels, and HQ visits near Chicago.
• Coordinate on- and off-site meetings and company events, including venues, invitations, and agendas.
• Support Employee Engagement Committee by organizing events and maintaining the office calendar.
• Assist with corporate card and expense administration; manage memberships and subscriptions.
• Opportunity to grow into additional HR support responsibilities over time.

Skills

Microsoft Office

CRM familiarity

Organization

Interpersonal communication

Time management

Tools

Salesforce

Job description

Our client, a well-established, privately-held industrial real estate firm with a national portfolio of properties, is seeking a high-impact individual with exceptional organizational and administrative skills to support their Indianapolis office as an Office Manager. This position serves as a central point of contact for guests, associates, executives, and office operations. The successful candidate will be friendly and bring sound judgment, professionalism, initiative, and a positive, service-oriented attitude.

This is a great opportunity for someone at any stage of their career - our client is open to candidates from any industry background and values attitude, reliability, and a willingness to pitch in wherever needed over years of prior experience.

Schedule: Monday-Friday, 8:30 a.m. to 5:00 p.m., in-office on northside of Indianapolis, IN

Compensation: $60-$80K, with full benefits, commensurate with experience.

Primary Responsibilities:

• Provide proactive administrative support for the Indianapolis office and its various departments, maintaining a current list of priorities and executing with speed and efficiency.
• Manage front-desk and general office responsibilities, including greeting and assisting guests, mail distribution, overnight packages and shipping labels, photocopying and binding.
• Maintain, in a neat and orderly manner, office supplies, conference rooms, kitchen, and common areas; manage copier supplies, user access, and service needs.
• Serve as an office contact for building management, help track facility issues, and communicate relevant building events, construction, and other updates.
• Support executive and team scheduling, calendar management, and meeting preparation, including documentation, logistics, travel, contact information, and follow-up entries in a CRM system (Salesforce), as applicable.
• Coordinate executive travel and related logistics, including flights, hotels, reservations, and occasional visits to the corporate headquarters near Chicago.
• Coordinate on- and off-site meetings and company events, including venues, contracts, food and beverage, invitations, agendas, and other materials; assist Marketing and other departments as needed.
• Support the Indianapolis Employee Engagement Committee by organizing events, leading administrative coordination, taking notes, and maintaining and distributing the monthly office calendar.
• Assist with corporate card and expense administration, including reminders, coding questions, and coordination with the Accounting team; maintain trade association memberships, licenses, and subscriptions.
• Opportunity to grow into additional HR support responsibilities over time, for the right candidate (not required).

Ideal Candidate Skill Set:

• Working knowledge of Microsoft Office applications, including Word, Teams, Excel, and Outlook; familiarity with Salesforce or a similar CRM is a plus but not required.
• Friendly, with a high degree of professionalism, a positive and service-oriented attitude, and a strong sense of responsibility and integrity.
• Experience booking travel, including flights, hotels, and related logistics, is helpful.
• Discretion in handling highly sensitive information in a confidential manner.
• Excellent time management and organizational skills, with the ability to manage multiple tasks and competing priorities.
• Strong work ethic, initiative, and sound judgment.
• Excellent interpersonal and communication skills, both verbal and written.
• High level of motivation, enthusiasm, and responsiveness.
• Strong problem-solving skills and attention to detail.
• Ability to work independently, meet tight deadlines, and prioritize effectively.
• Ability to partner effectively with administrative and professional staff; a team-oriented approach is essential.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.