Office Coordinator - Project Administrator

S&ME•Indianapolis, IN

19h•Hybrid

About The Position

S&ME is looking for a motivated and passionate Office Coordinator - Project Administrator to join our team in Indianapolis, Indiana, who will also support our New Albany office. This role supports daily office operations and provides key administrative assistance to project teams and the Office Principal. The ideal candidate demonstrates high emotional intelligence, sound judgment, and discretion when handling sensitive information. They should be comfortable working with contracts, communicating effectively, and collaborating across teams while also working independently. Experience with HR or legal matters is a plus.

Requirements

A High School Diploma or GED
A minimum of 5 years of experience in a relevant field
Proficiency with CRM, ERP systems, and Microsoft Office Suite
Ability to obtain a Notary Public Certification within 90 days of hire

Nice To Haves

An Associate or bachelor's degree in business or accounting
Experience with HR or legal matters
A Notary Public Certification

Responsibilities

Serve as the primary point of contact for office administration, ensuring smooth day-to-day operations.
Manage general office tasks: mail distribution, answering phones, filing, document preparation, ordering office, breakroom, and janitorial supplies.
Facilitate onboarding activities for new hires, assist with HR-related processes, and prepare weekly payroll documentation for local employees.
Act as liaison for facilities, safety, and fleet management needs.
Assist with planning and coordination of meetings, events, and training sessions.
Obtain and distribute business license renewals and certificates of insurance for clients.
Assist project managers with the preparation, reporting, and analysis of proposals and projects.
Create proposals and client records in CRM; coordinate document controls and maintain accurate project files.
Support billing processes by reviewing prebills, identifying opportunities for additional billing, and assisting with corrections.
Communicate with clients regarding billing requirements and respond to requests for information.
Participate in project review meetings, define phases, and assist with deadlines and milestones.
Conduct initial contract review and assist with implementation and compliance of contract terms, including tracing of certificates of insurance.