Office Operations & Administration Associate

KSM Business Services, Inc.; Indianapolis (IN); On-site; USD 35,000 - 52,000; Full time

Job summary

Katz, Sapper & Miller (KSM) seeks a highly organized Office Administration Associate to support daily operations. Responsibilities include document processing, mail and shipments, office supplies, and general administrative tasks in a fast-paced, professional environment.

The ideal candidate has strong attention to detail, excellent organizational skills, and the ability to manage competing priorities while maintaining confidentiality and a service‑oriented approach.

Qualifications

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time‑management skills, with the ability to prioritize multiple responsibilities.
• Dependable, punctual, and capable of working independently with minimal supervision.
• Flexible, adaptable, and willing to assist with a variety of administrative and operational tasks.
• Proactive approach to identifying needs, resolving routine issues, and following through on assignments.
• Strong interpersonal, communication, and customer service skills.
• Professional judgment and discretion when handling confidential information.
• Proficiency with Microsoft Outlook, Word, Excel, and standard office equipment, including printers, scanners, and mailing systems.
• Ability to work collaboratively across departments and maintain a positive, service‑oriented approach.
• Availability to work additional hours, including seasonal overtime during peak business periods.

Responsibilities

• Scan, print, assemble, and distribute audit reports, presentations, and other firm documents accurately and efficiently.
• Review documents for completeness, quality, and proper organization while maintaining confidentiality.
• Support special printing, copying, and document preparation projects.
• Maintain organized electronic and physical records in accordance with firm procedures.
• Process and distribute incoming and outgoing mail, packages, and deliveries.
• Coordinate shipments through USPS, UPS, FedEx, and other delivery services.
• Prepare and track certified mail and time‑sensitive shipments, including trips to the post office to obtain date‑stamped proof of mailing when required.
• Maintain accurate shipping records and adequate mailing supplies.
• Monitor, order, organize, and replenish office, printing, and breakroom supplies.
• Maintain organized inventory, supply rooms, and storage areas.
• Ensure conference rooms, kitchens, breakrooms, and shared spaces remain clean, stocked, and presentable.
• Prepare meeting spaces for internal meetings, client visits, and firm events, including setup and cleanup.
• Identify and report maintenance or equipment concerns and coordinate with vendors as needed.
• Provide backup reception coverage, including greeting visitors, answering calls, and responding to general inquiries.
• Assist with employee onboarding logistics, workspace preparation, and office moves.
• Support office events, special projects, and other administrative initiatives.
• Collaborate with team members and departments to address changing operational needs.
• This is an active, in‑office position requiring regular movement throughout the workplace to manage mail, replenish supplies, prepare meeting spaces, and support daily operations.
• The successful candidate must be comfortable balancing routine responsibilities with changing priorities while consistently demonstrating accuracy, initiative, professionalism, and teamwork.
• Seasonal Overtime: Additional hours may be required during peak business periods, particularly tax season, based on operational needs.
• This role requires reliable transportation and the ability to lift 25 pounds to assist with frequent deliveries.

Skills

Attention to detail

Organization

Time management

Customer service

Independent work

Communication

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Katz, Sapper & Miller (KSM) seeks a highly organized Office Administration Associate to support daily operations. Responsibilities include document processing, mail and shipments, office supplies, and general administrative tasks in a fast-paced, professional environment.

The ideal candidate has strong attention to detail, excellent organizational skills, and the ability to manage competing priorities while maintaining confidentiality and a service‑oriented approach.