Administrative Coordinator - Office Manager

Job Title: Administrative Coordinator / Office Manager
Level: Entry to mid-level/Administrative
Time Type: Full-time
Location: Indianapolis

The role: McGuire Sponsel is seeking an Administrative Coordinator to serve as our Indy Office Manager.  This position is a key role in our HQ office, ensuring seamless coordination of Firmwide operations and administrative projects. We are seeking an energetic, organized, technology-proficient, and detailed-oriented individual who enjoys making a difference, being part of a team, and working in a fast-paced environment.

What you will do:

• Provide administrative support for shareholders, leaders, and employees across the Firm.


• Communicate with stakeholders on a regular basis with timely project updates.


• Handle general office management - ordering supplies, snacks, and inventory for general operations; ensuring the work environment is clean and stocked.


• Ensure timely maintenance when equipment needs repaired.


• Assist with vendor management.


• Timely and accurate follow up on any one-off requests from management team members.


• Submit and reconcile time and expense reports for key leaders.


• Assist with and manage travel arrangements for airline, rental car, and hotel for certain professional staff.


• Coordinate and support team meetings and event planning, such as catering lunch or organizing external outings/meetings.


• Ensure compliance with company policies and workplace safety regulations.


• Coordinate onboarding and offboarding logistics for employees, including workspace setup and access management.


• Support HR functions such as maintaining employee records, tracking attendance, and assisting with internal communications where needed.


• Plan and manage company meetings, events, and travel arrangements; you will be a key lead in the annual Firmwide Employee Retreat.


• Implement and improve administrative systems, processes, and best practices.


• Serve as a liaison between departments to ensure alignment and resolve operational issues.
  

What you will need:

• Self-starter, deadline driven individual who is technologically savvy with a strong attention to details.


• Ability to stay organized and manage the varying day to day needs of the team.


• Ability to multitask in a fast-paced environment.


• Excellent professional written and verbal communication skills; comfortable communicating with all levels within an organization.


• Experienced in Microsoft Excel, Word, Outlook, PowerPoint, and Adobe.


• Time and billing software experience a plus.


• Experience in Salesforce is desirable but not required.


• Ability to learn new software and tasks.


• Excellent time management skills and ability to prioritize work.


• 3+ years accounting or administrative support experience is preferred, ideally in a professional services environment.


• The desire to learn and grow with a "can do" attitude.


• Ability to work Monday through Friday in-office 8a-5p.

Who we are: McGuire Sponsel is a national specialty tax consulting firm that has experienced tremendous growth while serving leading accounting firms and businesses across the country by offering tax services that fall outside traditional practices. Partnering with local, regional, and global firms, McGuire Sponsel offers Fixed Asset Services, R&D Tax Credit Services, Global Business Services, and Location Advisory Services. We are committed to providing high-quality service with integrity in a way that helps partner firms bring value to their clients. Our approach has allowed us to become a trusted resource to the industry.

What we offer: A career at McGuire Sponsel gives individuals the opportunity to grow professionally and personally in a team environment. Benefits include:
•    Competitive paid time off, 401k and health and wellness benefits.
•    Recently renovated downtown office space in proximity to restaurants, shops, and cultural centers.
•    Building amenities including a high-end fitness center, coffee shop, and restaurant.
•    Paid holidays off.
•    Team building and social outings, community outreach, and philanthropy activities.

McGuire Sponsel provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type on the basis of race, color, religion, age, sex, pregnancy, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Applicants with disabilities may contact McGuire Sponsel via telephone, e-mail, and other means to request and arrange for accommodations. If you need assistance to accommodate a disability, you may request an accommodation at any time at 317-564-5004.