Human Resources Assistant

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.