Administrative Coordinator

Job Category R&D Tax Credit Services
Level Entry-Level/Administrative
Time Type Full-time
Location Indianapolis

The role: McGuire Sponsel is seeking a Practice Coordinator for our R&D Tax Credit Services team. This position has been created to be a pivotal part of the R&D Tax Credit team, ensuring seamless coordination of team operations and projects. We are seeking an energetic, organized, technology proficient, and detailed oriented individual who enjoys making a difference, being part of a team, and working in a fast-paced environment.

What you will do:
Provide administrative support for shareholders, leaders, and employees across the R&D Tax Credit Services team.
Communicate with stakeholders on a regular basis with timely practice line updates.
Consult with internal team members regarding the status of projects and schedules.
Assist with entering, tracking, updating, and reporting on new and existing sales opportunities within Salesforce, our CRM software.
Timely and accurate coding and entry of client information into our accounting software.
Submit and reconcile time and expense reports.
Manage client billing process with a high level of detail and accuracy.
Assist with monthly client account statement processing and distribution.
Provide client project support such as data entry, organizing and saving files, and preparing client reports and deliverables.
Assist in the preparation of client proposals and engagement letters.
Maintain business licenses and ensure appropriate deadlines are met.
Assist with and manage travel arrangements for airline, rental car, and hotel for certain professional staff.
Support and coordinate the onboarding process for new hires with team leadership, recruiting, and firm administration.
Coordinate and support team meetings and event planning, such as catering lunch or organizing external outings/meetings.

What you will need:
Self-starter, deadline driven individual who is technologically savvy with a strong attention to details.
Ability to stay organized and manage the varying day to day needs of the team.
Ability to multi-task in a fast-paced environment.
Excellent professional written and verbal communication skills; comfortable communicating with all levels within an organization.
Experienced in Microsoft Excel, Word, Outlook, PowerPoint, and Adobe.
Time and billing software experience a plus.
Experience in Salesforce is desirable but not required.
Ability to learn new software and tasks.
Excellent time management skills and ability to prioritize work.
3 years accounting or administrative support experience a plus, preferably in a professional services environment.

Who we are: McGuire Sponsel is a national specialty tax consulting firm that has experienced tremendous growth while serving leading accounting firms and businesses across the country by offering tax services that fall outside traditional practices. Partnering with local, regional, and global firms, McGuire Sponsel offers Fixed Asset Services, R&D Tax Credit Services, Global Business Services, and Location Advisory Services. We are committed to providing high-quality service with integrity in a way that helps partner firms bring value to their clients. Our approach has allowed us to become a trusted resource to the industry.

What we offer: A career at McGuire Sponsel gives individuals the opportunity to grow professionally and personally in a team environment. Benefits include:
Competitive paid time off, 401k and health and wellness benefits.
Recently renovated office space in proximity to restaurants, shops, and cultural centers.
Building amenities including a high-end fitness center, coffee shop, and restaurant.
Summer Friday hours.
Team building and social outings, community outreach, and philanthropy activities.