Office Coordinator

McLaren Racing Ltd•Indianapolis, IN

10h•Onsite

About The Position

The Office Coordinator serves as the team's front desk receptionist and is responsible for supporting the organization's daily operations through a combination of administrative, operational, and communication responsibilities. As the first point of contact for employees, guests, partners, fans, and vendors, this role creates a professional and welcoming experience while serving as a central point of coordination across the organization. The position manages front-office operations, internal communications, employee engagement initiatives, and administrative processes while supporting finance-related activities.

Requirements

3-5 years of administrative, office coordination, or workplace experience, preferably in sports, hospitality, events, or other fast-paced environments
Exceptional customer service and interpersonal skills with a professional, welcoming demeanor
Strong organizational, time management, and multitasking abilities
Excellent written and verbal communication skills
Ability to manage confidential and sensitive information with discretion
Proficiency in Microsoft Office applications and collaboration tools (Smartsheet preferred)
Experience supporting office operations, workplace services, events, and visitor experiences
Comfort supporting conference room technology, audiovisual equipment, and teleconferencing platforms
Detail-oriented with strong problem-solving and decision-making skills
Self-motivated with the ability to work independently while providing support across multiple departments

Nice To Haves

Smartsheet preferred

Responsibilities

Serve as the primary front desk receptionist, welcoming guests, fans, and visitors with professionalism, enthusiasm, and exceptional customer service.
Manage and direct incoming phone calls, messages, and inquiries in a timely and professional manner.
Coordinate and conduct facility tours for guests and fans, including maintaining and updating tour scripts and materials.
Ensure conference room technology, digital displays, TVs, and teleconferencing equipment are operational and meeting ready.
Monitor, order, and restock office, breakroom, and kitchenette supplies to support efficient daily operations.
Maintain the cleanliness, organization, and readiness of breakrooms, meeting spaces, and common areas.
Assist with internal office communications, employee engagement activities, and workplace coordination initiatives.
Provide administrative and operational support across departments as needed.
Support special projects, events, and other duties as assigned.
Manage and monitor the Team Updates email account, drafting and distributing team-wide communications as needed.
Coordinate and respond to fan mail on behalf of the team, ensuring timely engagement and fulfillment of requests when appropriate.
Support internal communications by maintaining the Papaya Post and team Intranet site, helping ensure clear, consistent, and engaging messaging across the organization.
Manage and maintain digital signage throughout the facility, ensuring content is current, accurate, and aligned with organizational priorities.
Coordinate ad hoc team celebrations, employee recognition activities, and company-wide gatherings.
Support the development, implementation, and coordination of employee engagement programs and workplace culture initiatives.
Collaborate with cross-functional teams to promote effective communication, employee connection, and a positive workplace experience.
Administer corporate credit card reconciliation through the Key2Business expense management system.
Collect and review receipts, supporting documentation, and transaction explanations from cardholders to ensure compliance and accuracy.
Generate transactional reports, review expenditures, and assign appropriate accounting codes in accordance with company policies.
Prepare and reconcile expense reports for Finance team review and approval.
Upload completed reconciliations and supporting documentation into NetSuite in a timely and accurate manner.
Serve as a liaison between cardholders and the Finance team to resolve discrepancies and ensure timely submission of required documentation.
Maintain organized records and support audit and compliance requirements related to corporate card expenditures.