Office Administration Associate

KSM•Indianapolis, IN

2d•Onsite

About The Position

Katz, Sapper & Miller (KSM) is seeking a highly organized, dependable, and detail-oriented Office Administration Associate to support daily office operations. This hands-on role is responsible for document processing, mail and shipping services, office supplies, facility readiness, and general administrative support. The ideal candidate demonstrates strong organizational skills, exceptional attention to detail, and a proactive, service-oriented approach. Success requires flexibility, reliability, and the ability to manage competing priorities while maintaining a professional and welcoming office environment. This is an active, in-office position involving regular movement throughout the workplace to manage mail, replenish supplies, prepare meeting spaces, and support daily operations. The successful candidate must be comfortable balancing routine responsibilities with changing priorities while demonstrating accuracy, initiative, professionalism, and teamwork. Additional hours may be required during peak business periods, particularly tax season. The role requires reliable transportation and the ability to lift 25 pounds to assist with frequent deliveries.

Requirements

Exceptional attention to detail and commitment to accuracy.
Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities.
Dependable, punctual, and capable of working independently with minimal supervision.
Flexible, adaptable, and willing to assist with a variety of administrative and operational tasks.
Proactive approach to identifying needs, resolving routine issues, and following through on assignments.
Strong interpersonal, communication, and customer service skills.
Professional judgment and discretion when handling confidential information.
Proficiency with Microsoft Outlook, Word, Excel, and standard office equipment, including printers, scanners, and mailing systems.
Ability to work collaboratively across departments and maintain a positive, service-oriented approach.
High school diploma or equivalent required.
Reliable transportation and ability to lift 25 pounds.

Nice To Haves

Previous experience in office administration, document processing, mailroom operations, reception, or a related support role.
Experience in a professional service or corporate office environment.

Responsibilities

Scan, print, assemble, and distribute audit reports, presentations, and other firm documents accurately and efficiently.
Review documents for completeness, quality, and proper organization while maintaining confidentiality.
Support special printing, copying, and document preparation projects.
Maintain organized electronic and physical records in accordance with firm procedures.
Process and distribute incoming and outgoing mail, packages, and deliveries.
Coordinate shipments through USPS, UPS, FedEx, and other delivery services.
Prepare and track certified mail and time-sensitive shipments, including trips to the post office to obtain date-stamped proof of mailing when required.
Maintain accurate shipping records and adequate mailing supplies.
Monitor, order, organize, and replenish office, printing, and breakroom supplies.
Maintain organized inventory, supply rooms, and storage areas.
Ensure conference rooms, kitchens, breakrooms, and shared spaces remain clean, stocked, and presentable.
Prepare meeting spaces for internal meetings, client visits, and firm events, including setup and cleanup.
Identify and report maintenance or equipment concerns and coordinate with vendors as needed.
Provide backup reception coverage, including greeting visitors, answering calls, and responding to general inquiries.
Assist with employee onboarding logistics, workspace preparation, and office moves.
Support office events, special projects, and other administrative initiatives.
Collaborate with team members and departments to address changing operational needs.