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Highpoint Healthcare Advisors · Carmel, Indiana
Operations Coordinator
Highpoint Advisors | Carmel, Indiana
Full time | In office Monday through Thursday, remote Fridays
Reports to: Director of Marketing & Communications
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
Handle the day-to-day needs of the office
Be the go-to contact for the landlord, building management, and vendors
Order supplies and equipment and keep the workspace stocked
Keep the office feeling organized and welcoming
Support the team
Help advisors, analysts, and leadership with tasks and projects as they come up
Book travel and coordinate schedules and meetings for the team
Gather and organize information for deal work and internal projects
Keep our shared files and folders organized so things are easy to find
Help with expense tracking, receipts, and making sure vendors and contractors get paid on time
Help us hire and welcome new people
Handle the details of hiring: posting jobs, collecting applications, scheduling interviews, checking references, and preparing offer paperwork
Get new hires set up before day one with equipment, accounts, and a workspace
Help make a new teammate's first week feel organized and welcoming
Take care of the details when someone leaves (returning equipment, closing accounts, handing off files)
Be our tech and systems point person
Be the first stop for IT questions: computers, accounts, logins, email, and troubleshooting
Loop in our outside IT and software vendors when something needs more help
Manage our tools and subscriptions (Salesforce, email, e-signature, scheduling, Microsoft 365, and others), including renewals and user access
Keep Salesforce clean
Keep our contact records accurate and up to date
Build and pull lists when the advisor or marketing teams need them
Pull simple data for our weekly team check-ins
Help with events
Handle the logistics for industry events we attend: registration, shipping, booth setup, travel, and schedules
Come along to events when needed and help represent Highpoint
Plan the logistics for our internal events, celebrations, and team retreats
Work with marketing so event materials are ready and on time
You Will Love This Job If
You like being the person who gets things done, without needing someone to tell you what to do next
You enjoy taking tasks off other people's plates and seeing the team run smoother because of it
You notice the small details and like getting them right
You are comfortable with technology and pick up new tools quickly
You stay calm and organized when a lot is happening at once
You speak up early when something needs attention
You are happy to travel now and then and spend a day on your feet at an event
What We Are Looking For
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.
Hands-on experience with Salesforce, plus comfort with Microsoft 365 (Outlook, Teams, SharePoint)
Organized, proactive, and dependable, with a track record of following through
Warm and professional with vendors, clients, and teammates
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
LLavender@hphadvisors.com. 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.
Details
| Company | Highpoint Healthcare Advisors |
| Location | Carmel, Indiana |
| Type | FULL TIME |
| Niche | Full-time |