Office Coordinator

Job Description

Job Description

Company Description

Arrow McLaren is McLaren Racing’s IndyCar team, located in Indianapolis at its new McLaren Racing Center headquarters on the northwest side of the city. By joining our team, you’ll be part of an exhilarating racing program that aims to set the standard for high performance in sport. Our behaviors define what matters most to us: 

One Team – Embrace the Quest – No Dilution – Be Comfortable with the Uncomfortable – Never Stand Still – Go Again – Sweep the Floor 

Every day, we want members of this team to come to work with a simple goal in mind: Build better race cars and develop better ways to go racing. Focus on the process, enjoy the process of continual improvement and the results will take care of themselves.

Job Description

The Office Coordinator serves as the team's front desk receptionist and is responsible for supporting the organization's daily operations through a combination of administrative, operational, and communication responsibilities. As the first point of contact for employees, guests, partners, fans, and vendors, this role creates a professional and welcoming experience while serving as a central point of coordination across the organization. The position manages front-office operations, internal communications, employee engagement initiatives, and administrative processes while supporting finance-related activities. 

Qualifications

Front Office Operations 

• Serve as the primary front desk receptionist, welcoming guests, fans, and visitors with professionalism, enthusiasm, and exceptional customer service. 
• Manage and direct incoming phone calls, messages, and inquiries in a timely and professional manner. 
• Coordinate and conduct facility tours for guests and fans, including maintaining and updating tour scripts and materials. 
• Ensure conference room technology, digital displays, TVs, and teleconferencing equipment are operational and meeting ready. 
• Monitor, order, and restock office, breakroom, and kitchenette supplies to support efficient daily operations. 
• Maintain the cleanliness, organization, and readiness of breakrooms, meeting spaces, and common areas. 
• Assist with internal office communications, employee engagement activities, and workplace coordination initiatives. 
• Provide administrative and operational support across departments as needed. 
• Support special projects, events, and other duties as assigned. 
• Communications & Engagement 
• Manage and monitor the Team Updates email account, drafting and distributing team-wide communications as needed. 
• Coordinate and respond to fan mail on behalf of the team, ensuring timely engagement and fulfillment of requests when appropriate. 
• Support internal communications by maintaining the Papaya Post and team Intranet site, helping ensure clear, consistent, and engaging messaging across the organization. 
• Manage and maintain digital signage throughout the facility, ensuring content is current, accurate, and aligned with organizational priorities. 
• Coordinate ad hoc team celebrations, employee recognition activities, and company-wide gatherings. 
• Support the development, implementation, and coordination of employee engagement programs and workplace culture initiatives. 
• Collaborate with cross-functional teams to promote effective communication, employee connection, and a positive workplace experience. 

Finance & Administrative Support 

• Administer corporate credit card reconciliation through the Key2Business expense management system. 
• Collect and review receipts, supporting documentation, and transaction explanations from cardholders to ensure compliance and accuracy. 
• Generate transactional reports, review expenditures, and assign appropriate accounting codes in accordance with company policies. 
• Prepare and reconcile expense reports for Finance team review and approval. 
• Upload completed reconciliations and supporting documentation into NetSuite in a timely and accurate manner. 
• Serve as a liaison between cardholders and the Finance team to resolve discrepancies and ensure timely submission of required documentation. 
• Maintain organized records and support audit and compliance requirements related to corporate card expenditures. 

Knowledge, Skills and Experience:

• 3-5 years of administrative, office coordination, or workplace experience, preferably in sports, hospitality, events, or other fast-paced environments 
• Exceptional customer service and interpersonal skills with a professional, welcoming demeanor 
• Strong organizational, time management, and multitasking abilities 
• Excellent written and verbal communication skills 
• Ability to manage confidential and sensitive information with discretion 
• Proficiency in Microsoft Office applications and collaboration tools (Smartsheet preferred) 
• Experience supporting office operations, workplace services, events, and visitor experiences 
• Comfort supporting conference room technology, audiovisual equipment, and teleconferencing platforms 
• Detail-oriented with strong problem-solving and decision-making skills 
• Self-motivated with the ability to work independently while providing support across multiple departments 

Total Rewards: 

• Comprehensive Medical, Dental, & Vision benefits 
• 401(k) retirement savings plan with company match 
• Voluntary life, short-term and long-term disability benefits 
• Annual bonus plan 
• Competitive paid time off plan 
• Company discounts, including kit apparel 

Arrow McLaren is committed to equal employment opportunity. All applicants will receive consideration for employment without regard to age, disability, ethnicity, gender (including gender identity and gender expression), marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status or condition protected by applicable federal, state, or local laws. 

Additional Information

Success in racing comes from bringing together talented people with different skills, perspectives and experiences. We're committed to building an inclusive environment where everyone feels supported and empowered to deliver their best work.

Every role has the potential to drive high performance. You'll be part of a team united by a shared ambition to push boundaries and embody our racing mindset. We invest in our people through opportunities to develop and grow, creating an environment where individuals and teams can thrive.

Alongside a range of wellbeing initiatives and development opportunities, we're committed to helping you build a rewarding career and make your mark at McLaren Racing.