Administrative Coordinator

Job Description

Job Description

Who We Are

McGuire Sponsel is a national specialty tax and advisory consulting firm founded in 2007. We serve more than 500 CPA and real estate firms across the country, and are recognized for combining our technical expertise with exceptional client service. With five offices throughout the United States: Indianapolis (HQ), Atlanta, Dallas, Phoenix, and Detroit, we are a rapidly-growing consulting firm and pride ourselves on finding and cultivating the best talent! Read about our GREAT culture below...

• G rowth Mindset: We embrace challenges as opportunities to learn and evolve. With a deep desire to continuously level up, we approach our work with curiosity, humility, and a willingness to fail forward. Progress is built on iteration, not perfection.
• R elationship Focus: We invest in authentic, trusting relationships — with our clients, our teammates, and ourselves. We lead with honesty, communicate openly, and collaborate with intentionality. Strong relationships are our foundation for great work and long-term success.
• Strives for E xcellence: We hold ourselves to the highest standards of integrity, quality, and intelligence. From strategic thinking to technical execution, we take pride in delivering exceptional work. Excellence is not an outcome — it's a mindset we bring to everything we do.
• A wareness: We operate with emotional intelligence and self-awareness, understanding how our actions impact others and the broader team. We’re committed to personal growth, constructive feedback, and leading ourselves before leading others.
• T enacity: We show up with resilience, grit, and determination — especially when the work gets hard. We’re solutions-oriented, driven, and persistent in pursuing the best outcomes for our clients and our team. We don’t give up; we level up.

McGuire Sponsel’s unique business model assists firms with identifying opportunities for their clients. By serving as an extension of our partner CPA firms, McGuire Sponsel strengthens client relationships by offering a conservative approach to delivering services that fall outside the traditional practices of local and regional accounting firms. Our efforts have established McGuire Sponsel as a leading technical resource to CPAs across the country.

Read more about McGuire Sponsel here.

Department : Administration
Reports to : Administrative Manager
Type : Full-time, Non-exempt
Pay : Hourly

• Serve as the first point of contact for office visitors, vendors, and incoming communications.
• Maintain a professional, organized, and welcoming office environment.
• Coordinate office maintenance, equipment, and vendor relationships.
• Manage office supply inventory and purchasing.
• Coordinate incoming and outgoing mail, deliveries, and shipments.
• Provide administrative support to leadership and consulting teams.
• Manage calendars, schedule meetings, and coordinate conference rooms.
• Organize electronic and physical filing systems.
• Assist with expense reports, travel arrangements, and invoice processing.
• Assist with new hire onboarding logistics, including preparing workspaces, coordinating equipment, and scheduling orientation activities.
• Support employee engagement initiatives, company events, and internal communications.
• Maintain confidential employee records and administrative documentation.
• Coordinate training schedules and assist with employee recognition programs.
• Identify opportunities to improve administrative processes and office efficiency.
• Maintain company policies, forms, and administrative documentation.
• Ensure confidentiality of company, client, and employee information.
• Perform additional administrative duties as assigned.

• Planning, prioritizing, and organizing
• Logistics and transportation management
• Attention to detail
• Taking initiative
• Execution excellence

• Associate's degree in Business Administration, Communications, or a related field preferred.
• Equivalent professional experience may be considered.
• Experience in a professional services, consulting, accounting, engineering, or corporate environment is preferred.
• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Outstanding attention to detail.
• Ability to prioritize competing deadlines.
• Professional demeanor with excellent customer service skills.
• High level of discretion when handling confidential information.
• Strong problem-solving and critical thinking abilities.
• Self-motivated with the ability to work independently and collaboratively.

• Health, dental, & vision insurance
• Pet Wellness (Wagmo)
• Voluntary STD benefits and company-paid LTD
• Flexible Spending Accounts and Health Savings Accounts
• Life and Accidental Death & Dismemberment Insurance
• Supplemental Benefits (Accident, Cancer, Hospital Indemnity, & Critical Illness)
• Savings Marketplace – discounts on hotels, flights, movie tickets, electronics and more
• 401(k) with employer match
• 4 weeks of PTO
• 9 paid holidays & Summer Fridays
• Wellness programs
• Professional development opportunities
• Team-building events and social outings
• Clear career path and advancement opportunities

EEO Statement
McGuire Sponsel is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic.