Office Operations and Facilities Coordinator

Sigma Theta Tau International Honor Society of Nursing; Indianapolis (IN); Hybrid; USD 40,000 - 52,000; Full time

Job summary

Sigma Theta Tau International Honor Society of Nursing is seeking a capable Facility Coordinator to help run day-to-day operations and ensure smooth building support services. You will manage mail processing, supply ordering, and basic member inquiries while coordinating with vendors and contractors.

The role emphasizes clear documentation, proactive issue resolution, and on-site presence in a nonprofit setting, supporting tenants and staff through efficient operations.

Qualifications

• If you are highly organized and can manage multiple priorities, coordinating vendors and maintaining clear documentation.
• You communicate confidently and professionally with staff, tenants, contractors, and service providers.
• You take a proactive approach to facility management, identifying issues early and following through to resolution.

Responsibilities

• Manage mail processing, supply ordering, and basic member inquiry routing.
• Coordinate vendors, contractors, and service providers; confirm schedules and quotes.
• Document maintenance requests and tenant communications; log issues and follow up until resolved.
• Maintain the facility log, prepare reports, and escalate urgent items to leadership as needed.
• Provide hands-on logistics support in a nonprofit/association setting with on-site presence.

Skills

Multitasking

Vendor coordination

Communication

Microsoft Office

Documentation

Education

Associate degree or higher preferred

Tools

Microsoft Office

Job description

A Week in the Life

Your week often starts with a walk through the building, checking that everything is in order after the weekend and reviewing your facility log for anything still open with vendors or contractors. Any early morning issues, a heating concern, a heavy delivery, or a maintenance flag from a tenant, get logged and prioritized before anything else happens.

From there, mail takes over part of your morning: sorting incoming mail and packages, preparing outgoing mail, and making sure deliveries reach the right people. Mixed in with mail processing, you are on the phone or on email with vendors, contractors, and service providers, confirming schedules, following up on quotes, and reviewing invoices.

As the week continues, you check in with building tenants about maintenance requests, upcoming scheduled work, and any disruptions they should expect. You document each concern, follow up until it is resolved, and keep the communication clear and professional so tenants know what to expect and when.

You also spend time on the day-to-day rhythms of the office: checking supply levels and placing orders, confirming meeting rooms are ready before staff arrive and routing member inquiries that came in through the mail or general channels to the right person.

Somewhere in the mix, you review building safety and compliance items: confirming an inspection is scheduled, updating emergency procedure documentation, or coordinating building access with a security vendor. If a small facility project or improvement is underway, you check in with the contractor on timeline and cost and make sure the paperwork stays organized.

By the time the week winds down, you are reviewing wins and open threads: a vendor visit that went smoothly, a maintenance issue still waiting on a part, a tenant conversation that needs a follow-up email. You flag anything urgent for the Chief Executive Officer, tidy up your facility log, and set your priorities for the week ahead.

You Would Thrive in This Position If

• Associate degree or higher preferred; equivalent experience in office administration, business operations, or a related field, along with 2 to 5 years of administrative, office management, or facility coordination experience.
• You are highly organized and comfortable managing multiple priorities, coordinating vendors, and maintaining clear documentation all at once.
• You communicate confidently and professionally with staff, tenants, contractors, and service providers.
• You take a proactive approach to facility management, identifying issues early and following through until they are resolved.
• You exercise sound judgment, knowing when to handle a facility issue yourself and when to elevate it to leadership.
• You are comfortable with hands on logistics, including mail processing, supply ordering, and basic member inquiry routing, and you are proficient with Microsoft Office applications.
• You bring a service-oriented mindset and reliable onsite presence, ideally with experience in a nonprofit or association environment or supporting building operations and tenant communication.

Who We Are

Sigma Theta Tau International Honor Society of Nursing (also known as Sigma Nursing or Sigma) is a global nursing organization with more than 100 years of impact, but what really sets us apart is how we support people—both the nurses we serve and the team members who make our work possible. We’re a mission-driven group of approximately 35 employees, working in a remote-friendly environment. At Sigma, you’ll find a culture that values proactivity, accountability, and purpose. We offer strong health and retirement benefits, support professional development, and encourage open communication and collaboration across teams. If you’re looking for a place where your work matters and your growth is supported, you’ll feel right at home here.

We recognize that diversity and inclusion are essential to our success and are committed to creating a workplace that reflects the global nursing community we serve. We’re proud to be an Equal Opportunity Employer.