Administrative Specialist

Matrix Design Group•Fort Myers, FL

11d•Onsite

About The Position

Saminco Technologies is seeking a versatile, highly organized professional to support its Fort Myers, Florida office in a combined Human Resources, Accounts Payable, and general administrative role. The position manages day-to-day HR operations, the full accounts payable cycle, and general office administration in a collaborative, hands-on engineering environment at the company’s headquarters. It reports to the Chief Financial Officer (CFO). The role handles recruiting, onboarding, employee benefits, payroll, employee records, compliance, employee relations, performance and training coordination, and workers’ compensation processes. It also processes vendor invoices and payments, maintains vendor records, reconciles accounts, supports month-end close and audits, and prepares annual 1099 forms. Administrative work includes data entry, document and record maintenance, preparing correspondence and reports, and maintaining the DDX file management system. Work is primarily performed in an office and manufacturing environment. The employee may occasionally need to stand, walk, stoop, or crouch, and may need to lift and/or move up to 10 pounds. The qualifications section also states an ability to lift up to 25 pounds occasionally. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants must provide proof of eligibility to work in the United States and complete employment verification, including the I-9 process. The company does not offer work-authorization sponsorship.

Requirements

Associate or bachelor’s degree in business administration, accounting, human resources, or a related field, or equivalent experience.
At least 3 years of combined experience in human resources, accounts payable, and/or office administration.
Working knowledge of employment laws, including FLSA, FMLA, ADA, EEO, and OSHA.
Understanding of three-way matching, general ledger coding, and basic accounting principles.
Experience with HRIS, payroll, and accounting or ERP software.
Proficiency in Microsoft Word, Excel, and Outlook.
Strong attention to detail, organization, time management, and multitasking skills.
Strong interpersonal skills and professional verbal and written communication skills.
Ability to handle confidential employee and financial information with integrity and discretion.
Ability to lift up to 25 pounds occasionally.
Ability to provide proof of eligibility to work in the United States and complete required employment verification, including Form I-9; work-authorization sponsorship is not offered.

Nice To Haves

Manufacturing or industrial experience.
SHRM-CP or PHR certification.
Experience with QuickBooks, Sage, or similar accounting software.

Responsibilities

Manage full-cycle recruiting, including job postings, candidate screening, interview scheduling, offer letters, and background checks.
Coordinate new-hire onboarding and orientation, including paperwork, I-9 verification, and system setup.
Administer employee benefits, open enrollment, leaves of absence, and FMLA processes.
Maintain accurate personnel files and HRIS data in accordance with record-retention requirements.
Serve as a first point of contact for employee questions, concerns, and employee relations matters.
Process bi-weekly payroll, including employee changes and timekeeping data, and review timecards, overtime, PTO accruals, garnishments, deductions, and payroll registers.
Coordinate with the payroll provider on tax filings, year-end W-2 processing, and employee payroll inquiries.
Ensure compliance with federal, state, and local employment laws, postings, and reporting requirements, including EEO-1 and OSHA logs.
Maintain ACA compliance, including correcting 1095 forms before annual submission.
Maintain and update the employee handbook, job descriptions, and HR policies.
Coordinate performance review cycles, training programs, and employee recognition activities.
Report workers’ compensation matters, file claims, and partner with safety leadership and the workers’ compensation provider on workplace safety initiatives and claims.
Process vendor invoices, code them to appropriate general ledger accounts and departments, and perform three-way matching of purchase orders, receiving documents, and invoices.
Prepare and process weekly check, ACH, and wire payment runs; enter and update vendor banking information.
Set up and maintain vendor master files, including W-9s, ACH enrollment forms, and banking verification.
Reconcile vendor statements and the accounts payable subledger to the general ledger.
Process employee expense reports and company credit card transactions.
Respond to vendor and internal inquiries regarding payment status.
Support month-end close, including accruals and AP aging reports.
Prepare and file annual 1099 forms.
Follow internal control procedures and support audit requests.
Save and enter non-PO invoices, new vendor and customer paperwork, and customer payments into DDX.
Perform data entry, filing, scanning, and record maintenance; prepare correspondence, spreadsheets, forms, and reports as requested.
Maintain DDX, clean duplicate files, and revise information as needed.
Support special projects and perform other administrative duties as assigned.