Office Coordinator - Project Administrator

S&ME • Full-time • Indianapolis, IN, US • 20h ago

Office Coordinator - Project Administrator

Requisition Number: 2026-1180-05

S&ME is looking for a motivated and passionate Office Coordinator - Project Administrator to join our team in Indianapolis, Indiana, who will also support our New Albany office. Join us at S&ME!

As an Office Coordinator - Project Administrator, you will support daily office operations and provide key administrative assistance to project teams and the Office Principal. This role requires strong organization, attention to detail, and the ability to manage multiple priorities with professionalism. The ideal candidate demonstrates high emotional intelligence, sound judgment, and discretion when handling sensitive information. They should be comfortable working with contracts, communicating effectively, and collaborating across teams while also working independently. Experience with HR or legal matters is a plus.

Your Day-to-Day:

Administrative Excellence:

Serve as the primary point of contact for office administration, ensuring smooth day-to-day operations. Manage general office tasks: mail distribution, answering phones, filing, document preparation, ordering office, breakroom, and janitorial supplies.
Facilitate onboarding activities for new hires, assist with HR-related processes, and prepare weekly payroll documentation for local employees.
Act as liaison for facilities, safety, and fleet management needs.
Assist with planning and coordination of meetings, events, and training sessions.
Obtain and distribute business license renewals and certificates of insurance for clients.

Project Support:

Assist project managers with the preparation, reporting, and analysis of proposals and projects.
Create proposals and client records in CRM; coordinate document controls and maintain accurate project files.
Support billing processes by reviewing prebills, identifying opportunities for additional billing, and assisting with corrections. Communicate with clients regarding billing requirements and respond to requests for information.
Participate in project review meetings, define phases, and assist with deadlines and milestones.
Conduct initial contract review and assist with implementation and compliance of contract terms, including tracing of certificates of insurance.

What You Bring:

A High School Diploma or GED
An Associate or bachelor's degree in business or accounting, a plus
A minimum of 5 years of experience in a relevant field
Proficiency with CRM, ERP systems, and Microsoft Office Suite
A Notary Public Certification, or the ability to obtain within 90 days of hire

We Are S&ME:

At S&ME, we're committed to your growth, professionally and personally. With over 50 years of experience delivering innovative solutions in geotechnical, civil, environmental, and construction materials engineering, we've built a strong foundation for long-term careers. Our team of over 1,000 employee-owners across 10+ states collaborates to create a meaningful impact for our clients and communities. When you join S&ME, you become part of a collaborative, honest, and people-focused culture that invests in your success. We offer exciting project opportunities, ongoing training, and a comprehensive benefits package to support you and your family. This is more than a job; it's a place to grow, thrive, and build a future.

Here's what you can look forward to:

Medical, Dental & Vision Plans with HSA and FSA options
Wellness Program - $50 off per month on your 2027 premiums!
Pet Insurance
100% Employee Stock Ownership Plan (ESOP) with a 5% company contribution
401(k) Retirement Plan
Paid Holidays and Paid Time Off (PTO) - with rollover options
Paid Maternity & Parental Leave
Mentorship & Career Development Programs
Credential Incentive Program - get rewarded for advancing your skills
Tuition Reimbursement
Employee Recognition Program
Company Vehicle & Fuel Card - for project-based roles
$2,000 Employee Referral Bonuses - and more!

If you are seeking a challenging and rewarding career with a firm committed to our employees and providing quality service to our clients, join our team!

This full-time role offers competitive pay based on experience. Candidates must comply with our Fleet Management, Substance Policy, and Reference Check requirements. Only candidates with valid employment eligibility (I-9) will be considered. Visa assistance is not available. S&ME reserves the right to hire internally or externally at any time. No candidate/recruiter calls, personal calls, or walk-ins are accepted.

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