Finance Administrative Coordinator

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The Finance Administrative Coordinator will serve as the point of contact for the Finance/Accounting department and will be responsible for providing dedicated clerical and administrative support. This role assists the Travel & Expense Administrator, oversees the administration of multiple corporate business accounts, acts as departmental onboarding coordinator for new hires, creates and tracks purchase orders, and organizes meetings and department events. This role also assists with various departmental projects necessary to support ongoing business initiatives, as needed. The candidate will have the ability to communicate with all levels and functions within the organization, including key business group leaders.

Major Responsibilities

• Support department hiring process by coordinating onboarding tasks for managers and acting as a liaison between department and IT for new hire technology needs

• Generate purchase orders and track approvals, invoices and payments; facilitate new vendor setup when necessary Administer business accounts for Amazon, Staples and Iron Mountain

• Assist with general meeting, meal coordination and event planning for the department

• Process Enterprise direct bill payments and BOD out-of-pocket expense reimbursements

• Maintain department contact list and seating chart

• Ensures annual renewal of corporate P.O. Boxes, sorts incoming facility mail, distribute mail for the department, and processes all outgoing department mail

• Process GL/Vendor and customer check deposits

• Order and manage office supplies for department

• Act as liaison between department and IT for hardware/software requests, submitting help desk tickets, and general IT troubleshooting

• Assist with flowers/gifts for sympathy/babies/retirement etc.

• Ensure annual registration/renewal of company-owned, WI-based vehicles

• Expectation that candidate will become familiar with SAP Concur and assist the Travel & Expense Administrator in supporting the US-based expense program

• Assist with Concur expense user training and ensure training documents are kept current on company portal

• Provide troubleshooting support to expense users via Teams, in person or email interactions; manage Concur user support inbox

• Fulfill Travel & Expense documentation requests from Tax team for sales tax audits

• Monthly tasks include running and distributing various expense related reports and completing expense reports for termed employees

• Provide follow up actions on aged credit card transactions

• Assist with PCard distribution in-person or via UPS as needed

• Ad hoc projects, as requested Credit Administration Responsibilities

• Manage Credit and Deductions shared email boxes, ensuring timely distribution to correct contacts

• Provide support to Credit & Deductions Engagement Committee

• Other projects or duties as requested by Credit and/or Deductions Manager

Minimum Job Requirements

Education / Work Experience

• High School Diploma or equivalent required

• 2 years of administrative assistant or related office clerical experience in an office environment

Knowledge / Skills / Abilities

• Strong written and verbal communication skills

• Ability to work independently and with cross-functional teams

Preferred Job Requirements

Education / Work Experience

• Associate’s degree or Administrative Assistant program certificate preferred

Knowledge / Skills / Abilities

• Basic knowledge of SharePoint and SAP Concur

Physical Demands: While performing the duties of this job, the employee is regularly required to talk and hear; and use hands to manipulate objects or controls.  The employee is regularly required to stand and walk.  On occasion, the incumbent may be required to stoop, bend, or reach above the shoulders.  The employee must occasionally lift up to 25 pounds. Specific conditions of this job are typical of frequent and continuous computer-based work requiring periods of sitting, close vision, and the ability to adjust focus. Occasional travel. 

“We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.”