Administrative Assistant Finance & Procurement

Administrative Assistant

Location: Blue Ash, OH Division: Enerfab Power & Industrial Direct Report: Chief Financial Officer Hourly Rate Range: $30/hr. to $35/hr. Company Summary: Enerfab has over 120 years of experience, offering fabrication and construction capabilities to a wide variety of customers for the chemical, food & beverage, oil & gas, heavy industrial and power industries. Founded in 1901, our company began making sealants and lacquers including a patented formula for brewer's pitch for beer tanks and vessels. Over the last century, our expanded capabilities, project experience, safety record, and commitment to quality have made Enerfab one of the industry leaders in shop fabrication, field erection and construction and maintenance services.

Position Summary

The Administrative Assistant Finance & Procurement provides high-level administrative, operational, and reporting support to the Chief Financial Officer, Vice President of Procurement, and the broader Accounting, Finance, and Procurement teams. This role is designed for a highly organized, proactive individual who can independently manage recurring administrative responsibilities, coordinate key departmental processes, monitor deadlines and compliance, and ensure leaders and teams have the information and materials needed to operate effectively. The successful candidate will be comfortable working with financial information, systems, reports, and confidential business matters and will have a strong ability to follow through, identify missing information, and keep multiple priorities moving simultaneously.

Key Responsibilities

• Provide day-to-day administrative support to the Chief Financial Officer and Vice President of Procurement.
• Coordinate calendars, meetings, appointments, travel, and scheduling across internal and external stakeholders.
• Assist with preparation, submission, and management of executive expense reports.
• Monitor upcoming meetings, deadlines, deliverables, and commitments and proactively communicate reminders and outstanding action items.
• Prepare meeting materials, agendas, presentations, reports, and supporting documentation as needed.
• Coordinate departmental meetings and assist with tracking action items and follow-up.
• Handle sensitive and confidential financial, employee, vendor, and company information with appropriate discretion.
• Provide general administrative support to the Accounting and Procurement leadership teams as needed.
• Coordinate the administrative preparation of the monthly close binder for CFO review paying attention to organization, completeness, supporting documentation, approvals, and version control.
• Maintain the monthly close calendar and checklist and assist in monitoring completion of required close activities. Follow up with accounting team members as needed.
• Retrieve and distribute bank statements, bank activity, corporate credit card statements, and other supporting documentation needed for account reconciliations.
• Organize recurring accounting reports and supporting documentation.
• Assist with maintaining Accounting policies, procedures, process documentation, and departmental files.
• Support internal and external audits by maintaining request lists, organizing supporting documentation, tracking outstanding requests, and coordinating responses with Accounting team members.
• Assist with administrative aspects of other Accounting projects, payroll, and reporting requirements as assigned.
• Serve as a key administrative resource for Concur Expense and corporate card processes.
• Assist with Concur security administration, user setup, access changes, and maintenance of appropriate system access.
• Coordinate Concur onboarding and provide expense report training to new employees and cardholders in the Corporate and Shared Services areas.
• Develop and maintain training materials and reference guides related to expense reporting and corporate card requirements.
• Provide first-level support for routine employee questions regarding Concur and expense reporting.
• Monitor outstanding and delinquent expense reports and proactively follow up with employees and managers.
• Monitor compliance with company travel, expense, and corporate card policies.
• Prepare and distribute recurring compliance reports to management.
• Identify recurring compliance issues or training needs and escalate significant matters to Finance leadership.
• Assist with corporate card issuance, changes, cancellations, and related administrative processes.
• Coordinate the preparation, maintenance, and distribution of recurring Procurement KPIs and management reports, working with procurement management to ensure accuracy and completeness.
• Maintain tracking schedules for supplier rebates, volume discounts, purchasing incentives, and other supplier programs. Monitor rebate and discount thresholds, earned amounts, payment status, expiration dates, and supporting documentation.
• Maintain organized records of supplier agreements, rebate programs, and related documentation.
• Assist with preparation and coordination of supplier business reviews and Procurement leadership meetings.
• Support Procurement with recurring reports, presentations, meeting materials, and other administrative needs.
• Assist with vendor documentation, data maintenance, and special Procurement initiatives as assigned.
• Maintain recurring Finance and Procurement calendars for reporting deadlines, audits, compliance activities, meetings, renewals, and other key deliverables.
• Maintain departmental policies, procedures, training materials, templates, and shared documentation. Conduct recurring reviews and testing of departmental documentation.
• Help ensure Finance and Procurement records are organized, current, and readily accessible.
• Monitor recurring administrative requirements and proactively follow up with responsible individuals before deadlines are missed.
• Identify opportunities to streamline repetitive administrative processes and improve departmental organization.

Qualifications

• Associate's or bachelor's degree in Business Administration, Accounting, Finance, Supply Chain, or a related field preferred but not required; equivalent relevant experience will also be considered.
• 3+ years of administrative, executive support, finance administration, procurement administration, or similar professional experience preferred.
• Strong proficiency with Microsoft Excel, Outlook, Word, PowerPoint, and Teams.
• Comfortable working with financial reports, spreadsheets, reconciliations, KPIs, and confidential information.
• Strong written and verbal communication skills.

Key Competencies:

• Exceptional organization: Able to manage multiple recurring processes, deadlines, documents, and priorities simultaneously.
• Proactive follow-through: Does not simply identify outstanding items; actively follows them through to completion.
• Attention to detail: Consistently produces accurate, complete, and well-organized work.
• Ownership mentality: Comfortable taking responsibility for recurring processes with limited supervision.
• Professional persistence: Comfortable following up with employees and leaders regarding deadlines, missing information, expense reports, and policy compliance.
• Systems aptitude: Able to learn financial and administrative systems quickly and become a knowledgeable resource for others.
• Financial comfort: Comfortable handling bank statements, credit card information, accounting reports, procurement data, and other financial documentation.
• Confidentiality and judgment: Demonstrates discretion when handling sensitive financial, personnel, vendor, and executive information.
• Continuous improvement: Looks for opportunities to simplify processes, eliminate unnecessary administrative work, and improve organization.

What Success Looks Like: Success in this position means that recurring administrative responsibilities across Finance and Procurement are organized, documented, and completed on time without requiring significant involvement from senior leadership. The Administrative Assistant will become a trusted resource who anticipates upcoming needs, follows up on outstanding items, keeps departmental processes moving, and allows Finance and Procurement leadership to spend more time on analysis, decision-making, strategy, and business leadership.