Business Operations Specialist (Part time) POST NUMBER: 472628
Business Operations Specialist
About the Role
Vaco is seeking a highly organized and detail-oriented Business Operations Specialist to support the day-to-day operations of our client’s Indianapolis office. This role is ideal for a proactive professional who thrives in a dynamic environment and takes pride in driving operational efficiency, supporting business functions, and maintaining a well-run workplace.
As a key onsite presence, this individual will serve as a central resource across administrative, operational, and facilities-related activities. The Business Operations Specialist will play a critical role in ensuring seamless office functionality while supporting internal stakeholders with administrative coordination, financial tracking, and professional communications.
Location & Schedule:
Location: Onsite – Castleton Area (Indianapolis)
Schedule: Approximately 20 hours per week
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Monday–Friday, ideally 9:00 AM – 12:00 PM
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Flexibility may be required based on business needs
Key Responsibilities
- Oversee daily office operations, ensuring a professional, organized, and efficient work environment
- Create professional, polished business presentations in MS Powerpoint
- Help build and manage business budgets using MS Excel
- Assist with accounting functions such as payroll, AP, AR, and expenses
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Manage incoming and outgoing mail, packages, and deliveries
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Maintain office supply levels and kitchen inventory, ensuring timely replenishment
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Coordinate office cleaning services and support overall workspace organization and upkeep
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Serve as a liaison for building and facilities needs, including vendor coordination and maintenance requests
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Act as the primary point of contact for IT-related needs by coordinating with outsourced support, submitting tickets, and tracking resolution progress
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Support document management, including scanning, organizing, and distributing materials
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Assist with preparation of professional documents and presentations, including printing, formatting, and filing
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Provide basic troubleshooting for office technology (printers, connectivity, meeting room setup, etc.)
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Coordinate travel arrangements, team events, and internal office activities
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Support budgeting and financial tracking activities, including building and maintaining budget tables and assisting with basic accounting functions
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Contribute to ad hoc projects and operational initiatives as needed
Qualifications & Skills
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Prior experience in business operations, office administration, or administrative support in a professional services field would be ideal
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Advanced proficiency in Microsoft Excel, with the ability to perform basic accounting functions and build budget models/tables
- Strong proficiency in Microsoft PowerPoint, with the ability to create polished, executive-level presentations
- Must have accounting skills and be able to assist with AP, AR, Payroll, etc.
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Excellent written and verbal communication skills, including the ability to draft professional email correspondence and internal communications
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Strong organizational and time management skills, with the ability to manage multiple priorities effectively
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Professional demeanor with experience interacting with vendors, service providers, and internal stakeholders
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Comfortable working with office technology and troubleshooting basic technical issues
- High level of reliability, attention to detail, and ability to work independently in an onsite environment
Compensation & Benefits:
This position comes with a very competitive hourly compensation and the employee will be provided with full company benefits including medical, dental, vision, and life insruance coverage, HSA, and 401K
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.