Office Administrator

Full-time - Entry Level

Indianapolis, IN

Real Estate

About the position

The Office Administrator will be responsible for managing the front desk operations and providing administrative support to ensure the smooth functioning of the office. This role involves handling incoming calls, managing vendor relationships, supporting sales and transaction processes, overseeing visitor management, and coordinating events and conferences. The Office Administrator will also be tasked with expense reporting and maintaining organized records of office supplies and vendor contacts.

Responsibilities

• Answer, screen, and route all incoming calls, ensuring messages are relayed accurately and promptly.
• Communicate general company information to callers.
• Serve as a point of contact for operations staff, fee-earners, and the Managing Principal, handling calls with professionalism and discretion.
• Ensure sensitive matters are communicated per the specific requests of team members.
• Perform routine office administration tasks, including correspondence, document formatting, printing labels, creating form letters, and entering data.
• Manage procurement and maintenance of office supplies, furniture, IT equipment, telephones, snack services, and other office essentials.
• Handle vendor orders through Workday, procurement systems, or directly with external vendors.
• Onboard new local vendors into Workday and ensure data is updated regularly.
• Process and track invoices for office-related expenses.
• Act as a liaison for property/building management, coordinating maintenance requests such as lighting, HVAC, cleaning, etc.
• Maintain an organized list of key vendor contacts, including building management, security, and engineering.
• Assist with tracking office listings, signage, and transaction progress.
• Oversee the front desk operations, ensuring that visitors (clients, vendors, job candidates) are greeted and provided with access when needed.
• Enter guests into security system prior to arrival.
• Notify appropriate employees upon visitor arrival, coordinating scheduling and availability.
• Manage parking passes/validation requests for visitors as needed.
• Collect and review expense reimbursement documents (receipts, travel info, etc.) from fee earners and Managing Principal.
• Enter and track expense reports into Workday for the Managing Principal.
• Plan and coordinate events, including catering, conference room bookings, and managing invitations.
• Handle logistics and follow-up on event-related activities as requested.

Requirements

• High school diploma or GED required; college degree preferred.
• 1-3+ years of experience in an office administration or front desk role.
• Prior experience in office support or vendor management is a plus.

Nice-to-haves

• Advanced Microsoft Office Suite skills.