Administrative & Finance Coordinator

Administrative & Finance CoordinatorThe 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.Finance & Accounting SupportMatch 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 & InventoryCreate 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 ManagementOrder badge supplies and maintain system accuracy.Create badges for new hires and conduct quarterly audits.Collaborate with building services and security personnel.Office & Staff SupportMaintain 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 & EventsPlan 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 CoordinationLiaise 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 DutiesSort 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.**Only those lawfully authorized to work in the designated country associated with the position will be considered.****Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.**