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.

• 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.