Operations & Finance Coordinator (Entry Level) - Indianapolis Zoo

Operations & Finance Coordinator (Entry Level) - Indianapolis Zoo

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.

Job Responsibilities

Executive & Administrative Support

• 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.

Operations Coordination

• 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.

Data Management & Reporting

• 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.

Purchasing & Financial Administration

• 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.

Finance Support

This position also provides administrative support to Aramark's Finance Manager, including responsibilities related to financial reporting, purchasing, invoice processing, budget administration, reconciliations, and additional finance functions as assigned.

• 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.

Qualifications

Required

• 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.

Preferred

• 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.

Knowledge, Skills & Abilities

Successful candidates will demonstrate:

• Strong customer service and hospitality mindset.
• Exceptional attention to detail.
• Excellent problem-solving skills.
• Ability to anticipate leadership needs.
• Strong interpersonal and relationship-building skills.
• Professional judgment and discretion.
• Ability to work independently while supporting multiple leaders.
• Flexibility in a dynamic operational environment.
• Commitment to continuous improvement.

Physical Requirements

Ability to sit or stand for extended periods. Frequent walking throughout Zoo property. Occasional lifting of up to 25 pounds. Ability to work indoors and outdoors in varying weather conditions. Ability to support occasional evening or weekend events.

Schedule

Monday - Friday 8:00 AM - 4:00 PM 35 - 40 hours per week Flexibility for occasional evenings, weekends, and special events is required.