Administrative Specialist

Matrix Design Group•Fort Myers, FL

9d•Onsite

About The Position

Saminco Technologies is seeking a versatile, highly organized professional to support its Fort Myers 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 office administration, working with employees, vendors, and leadership in a collaborative, hands-on engineering environment at the Fort Myers, Florida headquarters. The position reports to the Chief Financial Officer (CFO). The role includes full-cycle recruiting and onboarding; benefits, leave, payroll, employee records, compliance, employee relations, and HR programs; invoice processing, payment runs, reconciliations, expense reports, month-end support, and audit assistance; and general data entry, document management, correspondence, and administrative support. Work is primarily performed in an office and manufacturing environment.

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.
High attention to detail and strong organizational, time-management, and multitasking skills.
Strong interpersonal 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.
Must be able to provide proof of eligibility to work in the United States and complete the required I-9 and employment verification process. The company does not offer work authorization sponsorship.
Occasionally stand, walk, stoop, or crouch; lift and/or move up to 10 pounds; and meet the stated vision requirements, with reasonable accommodations as applicable.

Nice To Haves

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

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 new hires, terminations, pay changes, timekeeping data, employee information, and deductions.
Review timecards, overtime, PTO accruals, and garnishments, and reconcile payroll registers to the general ledger.
Coordinate with the payroll provider on payroll tax filings, year-end W-2 processing, and employee payroll inquiries.
Ensure compliance with federal, state, and local employment laws, including required postings and reporting such as EEO-1 and OSHA logs.
Maintain ACA compliance by updating and 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 incidents and file claims; partner with safety leadership on workplace safety initiatives and with the workers' compensation provider on claims.
Process vendor invoices accurately and promptly, coding them to the correct general ledger accounts and departments.
Perform three-way matching of purchase orders, receiving documents, and invoices, and resolve discrepancies.
Prepare and process weekly check, ACH, and wire payment runs.
Enter and update vendor banking information; 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 into DDX.
Save and enter new vendor and new customer paperwork into DDX.
Perform data entry, filing, scanning, and record maintenance.
Prepare correspondence, spreadsheets, forms, and reports as requested.
Support special projects and other administrative duties as assigned.
Save and enter customer payments into DDX.
Maintain DDX, clean duplicate files, and revise information as needed.