Operations & Finance Coordinator - INDIANAPOLIS ZOO

Aramark • Indianapolis, IN

8d • Onsite

About The Position

The Indianapolis Zoo is seeking a highly organized, proactive, and detail oriented Operations & Finance Coordinator to provide executive level administrative support to the Assistant General Manager of Food & Beverage and administrative support to the Food & Beverage Finance Manager. This position will be structured as a part time role that will receive 35-40 hours per week and serves as a key member of the Food & Beverage leadership team, helping drive operational efficiency through executive support, financial administration, purchasing coordination, reporting, communication, and project management. The ideal candidate thrives in a fast paced environment, possesses exceptional organizational and communication skills, and enjoys supporting multiple priorities while maintaining professionalism and confidentiality. Approximately 65% of the role will support the Assistant General Manager and departmental operations, while 35% will support the Food & Beverage Finance Manager.

Requirements

• High school diploma or equivalent.
• Minimum of two years of administrative, executive assistant, hospitality, finance, or business support experience.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities while maintaining attention to detail.
• Professional demeanor and ability to maintain confidentiality.

Nice To Haves

• Associate's or Bachelor's degree in Business Administration, Hospitality Management, Finance, or related field.
• Experience supporting executive leadership.
• Hospitality, attractions, restaurant, or event management experience.
• Experience with purchasing, invoicing, and financial documentation.
• Advanced Microsoft Excel skills, including PivotTables, formulas, dashboards, and reporting.
• Experience with Adobe Acrobat, Canva, or similar design software for creating signage and communications.

Responsibilities

• Manage calendars, meetings, and scheduling for department leadership.
• Coordinate internal and external meetings, including agendas, meeting materials, and follow-up communications.
• Record meeting minutes and track action items.
• Prepare reports, presentations, correspondence, and executive documentation.
• Assist with confidential communications and sensitive administrative matters.
• Coordinate leadership projects and departmental initiatives.
• Maintain organized electronic and physical filing systems.
• Serve as an administrative resource for the Food & Beverage leadership team.
• Coordinate communication between department managers and support departments.
• Assist with implementation and follow up of operational initiatives.
• Perform routine operational walkthroughs to identify opportunities related to guest experience, cleanliness, staffing, and operational readiness.
• Assist with distribution of operational materials including cash bags, communications, and departmental resources.
• Support implementation of new operational systems and technology.
• Develop and maintain Microsoft Excel reports, dashboards, and tracking tools.
• Utilize advanced Excel functions including PivotTables, PivotCharts, slicers, and formulas.
• Compile labor, sales, purchasing, and operational reports.
• Assist leadership with forecasting, trend analysis, and performance reporting.
• Prepare presentation materials for departmental and executive meetings.
• Coordinate office supply and departmental purchasing.
• Process invoices and supporting documentation.
• Assist with purchase order administration.
• Maintain purchasing records and financial documentation.
• Coordinate vendor communications and follow-up.
• Assist with corporate purchasing card reconciliation.
• Support budget tracking and financial organization.
• Manage cash room operations, including cash inventory control.
• Conduct change order preparation.
• Conduct daily cash reconciliations.
• Monitor and report zoo attendance.
• Generate Venue Next and Payment Insider reports.
• Maintain daily folders and supporting documentation.
• Prepare the Catering Daily Sales Worksheet using Catertrax.
• Compile the Concessions Daily Sales Worksheet from operational reports.
• Enter audited sales data into GFF.
• Conduct other financial support as needed.

Benefits

• Equal employment opportunity
• Free to participate in all aspects of the company

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED