Operations Coordinator

Operations Coordinator  

Highpoint Advisors | Carmel, Indiana  

Full time | In office Monday through Thursday, remote Fridays  

Reports to: Director of Marketing & Communications  

Experience: 3+ years in operations, office management, or executive support  

The Role at a Glance  

The Operations Coordinator keeps Highpoint running so everyone else can focus on clients. That means an office that is organized and stocked, technology that just works, Salesforce data the team can trust, and a hundred small things handled before anyone has to ask.  

No two days look the same. One day you might be setting up a laptop for a new teammate. The next you might be calling the landlord, pulling a list from Salesforce, or packing up materials for a conference. What ties it all together is simple: you notice what needs to happen and you take care of it. If you are the kind of person who likes taking things off other people's plates, you will be very happy here.  

Highpoint is a small, growing firm, so this role will grow with us. This is a high-trust role. We’ll count on you to handle a lot without being asked twice.  

What You Will Do  

Keep the office running  

1. Handle the day-to-day needs of the office  
2. Be the go-to contact for the landlord, building management, and vendors  
3. Order supplies and equipment and keep the workspace stocked  
4. Keep the office feeling organized and welcoming  

Support the team  

1. Help advisors, analysts, and leadership with tasks and projects as they come up  
2. Book travel and coordinate schedules and meetings for the team  
3. Gather and organize information for deal work and internal projects  
4. Keep our shared files and folders organized so things are easy to find  
5. Help with expense tracking, receipts, and making sure vendors and contractors get paid on time  

Help us hire and welcome new people  

1. Handle the details of hiring: posting jobs, collecting applications, scheduling interviews, checking references, and preparing offer paperwork  
2. Get new hires set up before day one with equipment, accounts, and a workspace  
3. Help make a new teammate's first week feel organized and welcoming  
4. Take care of the details when someone leaves (returning equipment, closing accounts, handing off files) 

Be our tech and systems point person  

1. Be the first stop for IT questions: computers, accounts, logins, email, and troubleshooting  
2. Loop in our outside IT and software vendors when something needs more help  
3. Manage our tools and subscriptions (Salesforce, email, e-signature, scheduling, Microsoft 365, and others), including renewals and user access  

Keep Salesforce clean  

1. Keep our contact records accurate and up to date  
2. Build and pull lists when the advisor or marketing teams need them  
3. Pull simple data for our weekly team check-ins  

Help with events  

1. Handle the logistics for industry events we attend: registration, shipping, booth setup, travel, and schedules  
2. Come along to events when needed and help represent Highpoint  
3. Plan the logistics for our internal events, celebrations, and team retreats  
4. Work with marketing so event materials are ready and on time  

You Will Love This Job If  

1. You like being the person who gets things done, without needing someone to tell you what to do next  
2. You enjoy taking tasks off other people's plates and seeing the team run smoother because of it  
3. You notice the small details and like getting them right  
4. You are comfortable with technology and pick up new tools quickly  
5. You stay calm and organized when a lot is happening at once  
6. You speak up early when something needs attention  
7. You are happy to travel now and then and spend a day on your feet at an event  

What We Are Looking For  

1. Three or more years in operations, office management, or similar role. People who have loved being an executive assistant tend to love this job too.  
2. Hands-on experience with Salesforce, plus comfort with Microsoft 365 (Outlook, Teams, SharePoint) 
3. Organized, proactive, and dependable, with a track record of following through  
4. Warm and professional with vendors, clients, and teammates  
5. Able to work from our Carmel office and travel occasionally for events  

How to Apply  

• Send your resume and a short note to LeAnne at View email address on click.appcast.io. Skip the formal cover letter. Instead, tell us about something messy you took off someone else’s plate and fixed: what it looked like when you picked it up, what you did, and how it ran afterward. It can be a process, a system, an office, a calendar, anything.