Office Coordinator

Let's Talk About The Team And You

As the point of contact for DC team and visiting guests, the Office Coordinator establishes and maintains the overall customer and employee brand experience.

Shift hours: Monday to Friday, 7:00 AM to 3:30 PM

Let's Talk About Responsibilities

Engagement Specialist Duties

• Develop and maintain relationships with key stakeholders, suppliers, and Resmed members.
• Create and implement engagement strategies and projects that align with INDY DC goals.
• Manage content for various platforms, including company social media, newsletters, and blogs, to effectively communicate with and engage the DC audience.
• Monitor and analyze engagement metrics to assess the effectiveness of strategies and make data-driven decisions.
• Address inquiries, feedback, and concerns from DC employees, ensuring a positive experience and escalating any issues that arise to management.
• Collaborate with other departments, such as BIDS, People, and Communications to ensure a cohesive approach to engagement and communication.
• Lead onsite employee-based event committee and align standard activities for INDY DC.
• Coordinate community outreach programs.
• Prepare reports on INDY DC engagement activities, outcomes, and insights for internal stakeholders and management.
• Additional duties and responsibilities as assigned.
  
  

Administrative duties

• Prepare and process invoices, expense reports, and purchase orders for INDY DC including purchase order management.
• Assist with special projects and initiatives as assigned.
• Create and provide support for event planning and execution.
• Manage and organize the DC office inventory and supplies, ensuring adequate levels are maintained and coordinating procurement as needed.
• Handle office maintenance and coordinate repairs as needed.
• Manage dynamic calendars, schedule appointments, and organize meetings for executives or teams.
• Coordinate travel arrangements and itineraries.
• Draft, format, and proofread documents and reports.
• Maintain and update files, records for the DC.
• Assist with onboarding.
• Identify and address operational issues and challenges, providing solutions to improve performance.
• Oversee the scheduling of activities, resources, and personnel to ensure smooth operations.
• Plan and organize events, meetings, and other operational activities.
• Prepare and present reports on operational metrics, project status, and other relevant information.
• Adapt projects and task according to changing priorities and urgent request.
• Prioritize and manage multiple tasks simultaneously.
  
  

Let's Talk About Qualifications And Experience

• High School Diploma
• 3 years of experience in operations support or similar administrative role.
• Associate or Bachelor's Degree in Business preferred.
• Outstanding organizational and time management skills.
• Excellent verbal and written communication abilities.
• Strong sense of discretion and professionalism.
• Demonstrates ownership of challenges and takes appropriate action.
• Proficiency with Microsoft Office applications.
• Equivalent combination of experience and/or education may be considered
  
  

Job Environment

Incumbent will walk, sit, and occasionally kneel, crouch, crawl and lift up to 40lbs. The noise level in the work environment is usually low. Must be flexible to work varying schedules, hours, and overtime as needed. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.