Administrative Coordinator

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. Core Values Growth Mindset: We embrace challenges as opportunities to learn and evolve, approaching work with curiosity, humility, and a willingness to fail forward. Progress is built on iteration, not perfection. Relationship Focus: We invest in authentic, trusting relationships with our clients, teammates, and ourselves, leading with honesty and intentional collaboration. Strives for Excellence: We hold ourselves to the highest standards of integrity, quality, and intelligence, delivering exceptional work as a mindset, not an outcome. Awareness: We operate with emotional intelligence and self‑awareness, seeking personal growth and constructive feedback while leading ourselves before others. Tenacity: We show up with resilience, grit, and determination, remaining solutions‑oriented and persistent in pursuing the best outcomes for clients and the team. Role Overview McGuire Sponsel’s unique business model assists firms with identifying opportunities for their clients. By serving as an extension of our partner CPA firms, we strengthen client relationships and provide a conservative approach to services that fall outside traditional practices. Department: Administration Reports to: Administrative Manager Type: Full‑time, Non‑exempt Pay: Hourly Responsibilities 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. Role Competencies Planning, prioritizing, and organizing Logistics and transportation management Attention to detail Taking initiative Execution excellence Role Qualifications Associate’s degree in Business Administration, Communications, or a related field preferred (or equivalent professional experience). Experience in a professional services, consulting, accounting, engineering, or corporate environment 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. Benefits & Perks 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. #J-18808-Ljbffr