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Our client, an accounting firm in Indianapolis, Indiana is seeking a full time office assistant.
Responsibilities:
- Serve as the first point of contact for clients, visitors, and vendors, maintaining a professional and welcoming reception area.
- Answer and direct incoming phone calls, take messages, and respond to general inquiries.
- Receive, sort, distribute, and prepare outgoing mail, packages, and deliveries.
- Coordinate courier services, shipping, and overnight deliveries.
- Manage office supply inventory and place orders to ensure adequate stock levels.
- Maintain kitchen, conference room, and common area supplies.
- Coordinate catering orders for meetings, trainings, client events, and office functions.
- Set up and clean conference rooms before and after meetings.
- Partner with building management and office vendors for maintenance, repairs, cleaning services, and facility-related needs.
- Track vendor invoices and assist with processing and payment coordination.
- Schedule and coordinate service appointments with office vendors and contractors.
- Assist with onboarding logistics, including workspace preparation and office access requests.
- Monitor office equipment and coordinate service calls for copiers, printers, and other office machinery.
- Maintain organized filing systems and office records.
- Provide administrative support to firm leadership and staff as needed.
- Assist with coordinating employee engagement activities, celebrations, and special events.
- Support various operational and administrative projects as assigned.
Requirements:
- 2+ years of experience in an office coordinator, receptionist, administrative assistant, or office management role.
- Experience working in a professional services environment preferred; public accounting, legal, consulting, or financial services experience is a plus.
- Strong customer service and interpersonal skills.
- Excellent verbal and written communication skills.
- Exceptional organizational skills with strong attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
- Experience coordinating vendors, facilities requests, and office operations.
- Professional demeanor and presentation with the ability to interact confidently with clients and executives.
- Ability to work independently and proactively solve problems.
- High level of discretion and confidentiality.
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