Office & Operations Coordinator (Temp to Hire)

Red Envelope Consulting•Indianapolis, IN

5d•Onsite

About The Position

Our client has an immediate opening for an Office and Operations Coordinator. This position is the face of the company and plays a critical role in creating an exceptional in-office experience for our team and guests. This role blends hospitality, office operations, and administrative support to ensure the office runs smoothly while reflecting their culture, professionalism, and attention to detail. As the first point of contact for the organization, you will create a welcoming, organized, and high-touch environment where employees can do their best work and visitors feel immediately welcomed.

Requirements

Bachelor’s degree is highly desired with at least 2 years of experience in hospitality, office coordination, or administrative support.
Highly proficient in MS Word, Excel and PowerPoint
A hospitality-first mindset with exceptional interpersonal and communication skills.
High attention to detail with the ability to multi-task in a fast-paced environment.
Strong organizational skills and proactive, service-oriented approach
Must have a high attention to detail and a strong ability to multitask in a fast-paced environment.
Ability to switch gears in a moment’s notice.
This position is in office M-F between the hours of 8AM – 5PM.

Responsibilities

Serve as the first point of contact for all visitors, creating a warm, professional, and highly hospitable experience.
Answer incoming calls, greet callers, provide information, and route calls or messages as appropriate.
Represent them in all interactions with professionalism, discretion, and attention to detail.
Build strong relationships with employees, guests, and vendors by fostering a gracious and welcoming office environment.
Coordinate and communicate with building management and facility-related vendors.
Maintain a consistently “crisp,” organized, and polished office environment.
Manage conference rooms and the social hub, including scheduling, setup, and cleanup.
Order and manage office supplies, beverages, snacks, coffee equipment, and related inventory.
Arrange catering and meals for meetings, events, and team gatherings.
Manage mail, deliveries, office errands, and storage organization.
Support employee-related events and initiatives, including team gatherings, culture events, gifting, office moves, and setup.
Prepare for new hires by coordinating office setup, supplies, parking access, building credentials, and technology readiness.
Partner with internal teams to enhance the in-office experience and support day-to-day needs.
Book and manage travel arrangements as needed.
Manage Concur expense reporting.
Notarize documents as requested.
Draft and manage correspondence, including emails, memos, shipping, and mail.
Point of contact for vendors for office related needs
Proactively plan, organize, and support meetings, luncheons, and office events.
Assist the administrative team with special projects and provide backup support as needed.
Update and maintain reports, systems, data entry, and support rollouts of new tools or modules.
Assist with technology needs, including AV in the conference rooms, Wi-Fi, and basic troubleshooting.