Operations & Finance Coordinator (Entry Level) - Indianapolis ZOO

Title:

Operations & Finance Coordinator (Entry Level) - INDIANAPOLIS ZOO

Requisition #: 672300

Location:

Indianapolis, IN, US, 46222

The Indianapolis Zoo is seeking a highly organized, proactive, and detail-oriented Operations & Finance Coordinator to provide executive-level administrative support to the Assistant General Manager of Food & Beverage and administrative support to the Food & Beverage Finance Manager.

This position will be structured as a part-time role that will receive 35 - 40 hours per week and serves as a key member of the Food & Beverage leadership team, helping drive operational efficiency through executive support, financial administration, purchasing coordination, reporting, communication, and project management. The ideal candidate thrives in a fast-paced environment, possesses exceptional organizational and communication skills, and enjoys supporting multiple priorities while maintaining professionalism and confidentiality.

Approximately 65% of the role will support the Assistant General Manager and departmental operations, while 35% will support the Food & Beverage Finance Manager.

• Executive & Administrative Support

  · Manage calendars, meetings, and scheduling for department leadership.

  · Coordinate internal and external meetings, including agendas, meeting materials, and follow-up communications.

  · Record meeting minutes and track action items.

  · Prepare reports, presentations, correspondence, and executive documentation.

  · Assist with confidential communications and sensitive administrative matters.

  · Coordinate leadership projects and departmental initiatives.

  · Maintain organized electronic and physical filing systems.

• Operations Coordination

  · Serve as an administrative resource for the Food & Beverage leadership team.

  · Coordinate communication between department managers and support departments.

  · Assist with implementation and follow up of operational initiatives.

  · Perform routine operational walkthroughs to identify opportunities related to guest experience, cleanliness, staffing, and operational readiness.

  · Assist with distribution of operational materials including cash bags, communications, and departmental resources.

  · Support implementation of new operational systems and technology.

• Data Management & Reporting

  · Develop and maintain Microsoft Excel reports, dashboards, and tracking tools.

  · Utilize advanced Excel functions including Pivot Tables, Pivot Charts, slicers, and formulas.

  · Compile labor, sales, purchasing, and operational reports.

  · Assist leadership with forecasting, trend analysis, and performance reporting.

  · Prepare presentation materials for departmental and executive meetings.

• Purchasing & Financial Administration

  · Coordinate office supply and departmental purchasing.

  · Process invoices and supporting documentation.

  · Assist with purchase order administration.

  · Maintain purchasing records and financial documentation.

  · Coordinate vendor communications and follow-up.

  · Assist with corporate purchasing card reconciliation.

  · Support budget tracking and financial organization.

• Finance Support

  This position also provides administrative support to Aramark’s Finance Manager, including responsibilities related to financial reporting, purchasing, invoice processing, budget administration, reconciliations, and additional finance functions as assigned.

  · Manage cash room operations, including cash inventory control

  · Conduct change order preparation

  · Conduct daily cash reconciliations.

  · Monitor and report zoo attendance.

  · Generate Venue Next and Payment Insider reports.

  · Maintain daily folders and supporting documentation.

  · Prepare the Catering Daily Sales Worksheet using Catertrax.

  · Compile the Concessions Daily Sales Worksheet from operational reports.

  · Enter audited sales data into GFF.

  · Conduct other financial support as needed.

• Required

  · High school diploma or equivalent.

  · Minimum of two years of administrative, executive assistant, hospitality, finance, or business support experience.

  · Proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint.

  · Excellent written and verbal communication skills.

  ·…