Office Administrator - Launch Program, Travel, & Timekeeping Support

Office Administrator

Shelbyville, Kentucky, United States (On-site)

About Us:

At Sustainable Talent, we are passionate about creating inclusive, high-performing teams that align with our clients' goals and values. We support innovation-focused companies by delivering top-tier talent solutions while maintaining a people-first approach.

Position Summary:

We are seeking a highly organized and proactive Office Administrator – Launch Program, Travel, & Timekeeping Support who plays a critical role in supporting our business units through Program Launch. The Office Administrator Duties will include but are not limited to - business travel readiness for our workforce, ensuring accurate hourly timekeeping processes are being followed, site coordination for visitors and events, and overall executive management support. This position will work closely with Human Resources and the Plant Manager for all business needs. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced manufacturing environment.

Key Responsibilities:

Launch Program Support:

• Provide administrative support to Department Leads and team members to support program launch, including scheduling meetings, preparing documentation, and generating meeting minutes.
• With guidance from HR Communications, support communication efforts between engineering, production, supply chain, and leadership teams.
• Assist with maintaining launch-related records, reports, and status updates.
• Assist with onboarding activities related to recruiting events and new hire orientation (e.g., training schedules, materials preparation).
• Support continuous improvement initiatives by tracking action items and documenting process changes.
• Prepare presentations, dashboards, and reports for program reviews.

Office Administration:

• Support general office operations by maintaining a visitor's schedule and office supply inventory.
• Support planning and coordination of Events and Major Visits
• Serve as a point of contact for internal and external stakeholders.
• Maintain organized records in compliance with company and industry standards.
• Assist leadership with calendar management, correspondence, and administrative tasks.

Business Travel & Expense Management (Concur):

• Support employee workforce with setting up Travel Profiles, company Credit Card Applications, and Travel Booking.
• Ensure travel bookings align with company policies and budget guidelines.
• Provide support and training employees on travel booking and expense submission processes.
• Support employee workforce with Expense reporting and troubleshooting.
• Resolve travel-related issues and liaise with vendors as needed.

Hourly Timekeeping & Payroll Support:

• Monitor hourly employee timekeeping systems to ensure accurate recording of hours worked before payroll is ran.
• Partner with supervisors to correct discrepancies and ensure timely approvals.
• Support payroll processing cycles by preparing and submitting timekeeping data in accordance with deadlines (if/when necessary).
• Generate attendance summaries with the help of department leads, track exceptions (absences, tardiness), and generate related reports.
• Ensure compliance with company policies and labor regulations.
• Assist employees with timekeeping inquiries, corrections, and system navigation.
• Maintain confidentiality and integrity of payroll and employee data.

Qualifications:

• Associate's or Bachelor's degree in Business Administration or related field preferred.
• 3+ years of administrative experience, preferably in a manufacturing or industrial environment.
• Experience supporting program launches or project coordination is highly desirable.
• Experience with timekeeping or payroll systems (e.g., Kronos, UKG, ADP) preferred.
• Proficiency with Concur for travel and expense management (Required)
• Strong skills in Microsoft Office (Excel, PowerPoint, Outlook, Word).
• Excellent organizational, communication, and multitasking abilities.
• Ability to work independently and prioritize in a deadline-driven environment.

Key Competencies:

• Attention to detail and accuracy
• Strong organizational and time management skills
• Effective communication and collaboration
• Problem-solving and adaptability
• Confidentiality and professionalism

Work Environment:

• Onsite-Office setting within a manufacturing facility
• Interaction with cross-functional teams including production, engineering, HR, and leadership
• Standard M-F, 8AM-5PM Work schedule (Flexible)

Sustainable Talent is a M/F+, disabled, and veteran equal employment opportunity and affirmative action employer.