Overview
Office Coordinator Jobs in Indianapolis, IN at Insight Global
Title: Office Coordinator
Company: Insight Global
Location: Indianapolis, IN
Position: Office Administrator/Coordinator
Duration: 9-12 Month Contract with the possibility to convert full-time
Rate: 30-33/hr.
Location: NY, NY
Start Date: ASAP
Benefits: Medical, dental, vision, 401K options
Company Overview:
The Office Administrator will support a large corporate office in New York, NY as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity, and this line of business offers room for growth. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.
Must Haves:
- Invoicing experience – tracking PO’s, submitting invoices for project vendors, etc.
- 3+ years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) – must be a corporate setting (at least 30 people)
- Experience with facilities management (i.e. ordering office supplies, inventory, facilities management coordination, etc.)
- Planning office events, ordering catering, holidays parties, etc.
- Maintaining office common spaces/kitchen area
- Polished and professional
- Warm/Welcoming personality
- Tech savvy
- Strong MS Office Skills – Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)
- Multi-line phone system experience
- MS Teams/Zoom/Slack or similar video conferencing or communication tools
Day to Day:
- Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
- Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
- Preparing the office, catering, conference rooms etc. for visits from Executives ·
- Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site
- Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
- Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date.
- Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples.
- Provides assistance for new hire onboarding, completion of I-9’s, etc.
- Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.
