Administrative Assistant (Onsite- W2 Only)

Job Summary:

• The Administrative & Finance Coordinator is responsible for a wide range of operational, financial, and employee engagement tasks. This role supports finance operations, inventory coordination, vendor management, employee events, and general office administration. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities across departments.

Key Responsibilities:

Finance & Accounting Support

• Match shipping documents to ACH wire transfers and maintain receivables.
• Prepare and log deposits; coordinate with Shared Services for journal entries.
• Reconcile PCard and travel expenses monthly.
• Invoice vendors for material sales and match reimbursements to payments.
• Maintain files for plant and reimbursement shippers.
• Complete monthly Standard Hours Report and distribute to finance leadership.
• Procurement & Inventory
• Create and manage annual purchase orders for vendor accounts.
• Assist with physical inventory preparation, including supplies, food orders, and logistics.
• Coordinate with IT, payroll, and facilities for inventory setup.

Badge & Access System Management

• Order badge supplies and maintain system accuracy.
• Create badges for new hires and conduct quarterly audits.
• Collaborate with building services and security personnel.

Office & Staff Support

• Maintain calendars for staff visits and meetings.
• Reserve and set up conference rooms and offsite events.
• Order food, office supplies, birthday cakes, and wind chimes for staff.
• Organize and support employee meetings and celebrations.

Employee Engagement & Events

• Plan and execute large-scale meals for Memorial Day, Thanksgiving, and Christmas.
• Coordinate with DEI team for events and decorations.
• Manage employee giveaways and seasonal treats (e.g., popsicles during hot weather).
• Organize Santa events, including crafts, food, and décor.

Facilities & Vendor Coordination

• Liaise with vendors for cleaning, maintenance, and catering services.
• Maintain drink closets, badge rooms, and lost & found.
• File work orders and ensure cleanliness of shared spaces.

Miscellaneous Duties

• Sort and distribute mail.
• Set up guest Wi-Fi access.
• Support strike planning logistics.
• Assist with high-end visitor tours and hospitality.
• Respond to power outages and seasonal wildlife management.

Skills & Qualifications:

• Strong organizational and multitasking abilities.
• Experience in finance operations and vendor management.
• Proficiency in Microsoft Office and internal systems.
• Excellent communication and interpersonal skills.
• Ability to coordinate large-scale events and manage logistics.

Requirements

Skills & Qualifications:

• Strong organizational and multitasking abilities.
• Experience in finance operations and vendor management.
• Proficiency in Microsoft Office and internal systems.
• Excellent communication and interpersonal skills.
• Ability to coordinate large-scale events and manage logistics.