Administrative Assistant

Job Title: Admin Assistant II Duration: 6 - month contract (possible extension) Location: Lexington KY 40511 (Onsite)Do not wait to apply after reading this description a high application volume is expected for this opportunity.Description: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.Procurement & Inventory:Create and manage annual purchase orders for vendor accounts. Assist with physical inventory preparation, including supplies, food orders, and logistics.Badge & Access System Management:Order badge supplies and maintain system accuracy.Office & Staff Support:Maintain calendars for staff visits and meetings. Reserve and set up conference rooms and offsite events.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.Skills & Qualifications:Strong organizational and multitasking abilities. Experience in finance operations and vendor management. Proficiency in Microsoft Office and internal systems.

Created: 2025-09-30