Office Operations and Facilities Coordinator

Sigma Theta Tau; Indianapolis (IN); On-site; USD 40,000 - 50,000; Full time

Job summary

Sigma Theta Tau Indianapolis is seeking an Office Operations and Facilities Coordinator to keep our headquarters safe, functional, and welcoming.

You will manage day-to-day facility coordination, vendor relations, maintenance scheduling, and administrative workflow, while coordinating with leadership to ensure smooth operations and timely responses to inquiries.

This onsite role follows standard weekday hours with occasional after-hours support for projects.

Qualifications

• Associate degree or higher preferred; 2–5 years in admin, office, or facility roles.
• Strong organizational and multitasking abilities; professional communication.
• Experience supporting building operations or nonprofit environments is a plus.

Responsibilities

• Oversee daily office and building operations at headquarters.
• Coordinate vendors, maintenance schedules, and service contracts.
• Manage mail processing, supply orders, and visitor reception.
• Ensure meeting spaces are prepared and records are maintained.
• Document issues, escalate to leadership, and maintain facility logs.

Skills

Organizational skills

Vendor management

Communication

Proactive problem-solving

Judgement

Office logistics

MS Office proficiency

Education

Associate degree or higher

Tools

Microsoft Office

Job description

Office Operations and Facilities Coordinator

Sigma Theta Tau Indianapolis, Indiana, United States

About this position

Be the calm, capable presence that keeps our headquarters safe, functional, and welcoming every day

Position Overview

As the Office & Building Operations Coordinator at Sigma Nursing, you will be responsible for ensuring the smooth, efficient, and professional operation of our headquarters building in Indianapolis, Indiana. You will oversee day to day facility coordination, vendor management, maintenance scheduling, tenant communication, and administrative operations that support organizational continuity.

In this role, you will serve as the primary point of contact for building needs, keeping the facility safe, functional, and welcoming for staff, tenants, and visitors. You will coordinate maintenance and repairs, manage relationships with vendors and contractors, maintain facility logs and service records, and monitor building conditions daily, escalating issues to leadership when needed.

In addition to facility coordination, you will support operational administration through mail processing, member inquiry routing, supply management, and general office support. You will keep meeting spaces ready, greet visitors, and assist with filing, scanning, and document organization so daily operations run without disruption.

Working closely with the CEO, Executive Assistant to the CEO, building tenants, vendors, contractors, and staff across the organization, you will align facility operations and administrative workflows with organizational priorities, ensuring consistent, professional communication and timely follow-through on every request.

Success in this role means the building operates smoothly each day, facility issues are addressed quickly and documented, and mail, deliveries, and member inquiries are processed reliably. Over time, you will become a trusted point of contact known for dependability, clarity, and strong administrative support, helping Sigma’s headquarters reflect the organization's values as a safe and well managed environment.

This position calls for a highly organized administrative professional with strong communication skills, sound judgement, and a proactive, service-oriented approach to facility management, ideally backed by 2 to 5 years of administrative, office management, or facility coordination experience.

Location, Travel & Compensation

This is a full-time, exempt position that is fully onsite at Sigma’s Headquarters each day, located near downtown Indianapolis. Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Eastern Time, with occasional early morning, evening, or weekend work to support facility projects, vendor scheduling, or time-sensitive operational needs.

Travel is minimal; occasional local travel may be required for vendor coordination or supply pickup.

The salary range for this position is $40,000 to $50,000; offers are made within this range to ensure equity, consistency, and fiscal responsibility.

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 prioritised 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 organised.

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 organised 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 judgement, knowing when to handle a facility issue yourself and when to escape 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 recognise 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.