Corporate Office Administrator/Accounts payable

Flexfab•Hastings, MI

About The Position

Position Summary Duties to include corporate office Accounts Payable and maintenance/reconciliation of related reports and activity. Administrative duties include arranging flights and hotel accommodation for employees of our various locations. Duties also include coordinating and arranging resources needed for various management meetings (both on-site and off-site). This may also include maintaining duties including coordinating, maintaining and distribution of meeting materials (generally involving use of Microsoft Office and other applications including Word, Excel, PowerPoint, Outlook and Adobe Professional). This position will also be responsible for administrative support duties for the corporate office team and other company executives, as needed. Essential Duties and Responsibilities Accounts Payable duties: · Accounts Payable duties include preparing vendor invoices for entry and entering the invoices into Sage 100 and/or QuickBooks · Issue and mail A/P checks · Update and reconcile various AP activity reports (recurring and at period end) Travel duties: · Arrange flights and hotel accommodation (international and domestic) for all Flexfab US employees as well as employees of our other locations as needed. · Offsite meeting arrangements including travel, meals, room, and equipment reservations · Assist with passport applications & renewals as well as Visa applications as needed. · Maintain travel documentation and tracking reports that capture all flight, hotel, and car rental information. · Monitor and analyze travel costs for appropriateness and compliance with established company policies. Tradeshow duties: · Tradeshow registration, travel and hotel reservations as needed for various trade shows & attendees from Flexfab. · Arrange for shipment, delivery, and pickup of tradeshow supplies, as needed. Office Generalist duties: · Make coffee and order lunches for meetings as needed (includes set-up and clean-up); assist with stocking kitchen and meeting rooms · Various administrative support duties include typing, filing, and scheduling meetings. · Answer corporate office "operator" calls · Greet guests and announce them to the person they are visiting; accompany guests to the person they are visiting as needed. · Responsible for ensuring corporate office compliance with company policies related to visitor management. · Handle daily incoming and outgoing mail at the corporate office · Prepare and ship outgoing FedEx or USPS packages. · Order office supplies and other items as needed and/or requested. · Run various period end reports and distribute as deemed necessary by the CFO. · Maintain non-disclosure and other contracts/agreements in accordance with established company guidelines. · Work with the CFO to manage local charitable contributions, including reviewing history of requests and communication with outside organizations as needed. · Other duties as determined and assigned by the CFO. Success Measures · Roadmap delivery · Team engagement · Internal department goals

Requirements

Must be able to prioritize workload due to sudden changes in demand.
Must have the ability to have a good relationship with a diverse workforce.
Must be able to multi-task, be detail-oriented, and be analytical. Accuracy is essential.
Must have the ability to manage confidential information.
Must be proficient in the use of Microsoft Office, including broad knowledge of Word, Excel, PowerPoint, and Outlook.
General Accounting experience is required.
Familiarity with regulatory standards (Ex. REACH, RoHS, AS9100, IATF 16949).

Nice To Haves

College degree or classes in accounting are preferred.
Standards (Ex. REACH, RoHS, AS9100, IATF 16949).

Responsibilities

preparing vendor invoices for entry and entering the invoices into Sage 100 and/or QuickBooks
Issue and mail A/P checks
Update and reconcile various AP activity reports (recurring and at period end)
Arrange flights and hotel accommodation (international and domestic) for all Flexfab US employees as well as employees of our other locations as needed.
Offsite meeting arrangements including travel, meals, room, and equipment reservations
Assist with passport applications & renewals as well as Visa applications as needed.
Maintain travel documentation and tracking reports that capture all flight, hotel, and car rental information.
Monitor and analyze travel costs for appropriateness and compliance with established company policies.
Tradeshow registration, travel and hotel reservations as needed for various trade shows & attendees from Flexfab.
Arrange for shipment, delivery, and pickup of tradeshow supplies, as needed.
Make coffee and order lunches for meetings as needed (includes set-up and clean-up); assist with stocking kitchen and meeting rooms
Various administrative support duties include typing, filing, and scheduling meetings.
Answer corporate office "operator" calls
Greet guests and announce them to the person they are visiting; accompany guests to the person they are visiting as needed.
Responsible for ensuring corporate office compliance with company policies related to visitor management.
Handle daily incoming and outgoing mail at the corporate office
Prepare and ship outgoing FedEx or USPS packages.
Order office supplies and other items as needed and/or requested.
Run various period end reports and distribute as deemed necessary by the CFO.
Maintain non-disclosure and other contracts/agreements in accordance with established company guidelines.
Work with the CFO to manage local charitable contributions, including reviewing history of requests and communication with outside organizations as needed.
Other duties as determined and assigned by the CFO.