Administrative Coordinator, Finance Department

The Administrative Coordinator to the Chief Financial Officer provides comprehensive administrative and operational support to the CFO and Finance leadership team within a fast-paced manufacturing environment. This position is responsible for managing senior management schedules, coordinating meetings, preparing financial and operational reports, maintaining confidential records, and facilitating communication across Finance, Operations, Supply Chain, Human Resources, Sales and senior management leadership.

The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple priorities while handling sensitive financial information with discretion.

Essential Functions:

Senior Management Support

• Manage the CFO's calendar, scheduling meetings, plant visits, conference calls, and travel arrangements.
• Coordinate senior management meetings, including preparing agendas, presentation materials, and meeting minutes.
• Screen and prioritize incoming calls, emails, and correspondence.
• Prepare professional correspondence, presentations, reports, and other senior management documents.
• Organize and maintain confidential files, contracts, financial records, and corporate documentation.

Finance Department Support

• Assist with preparing monthly financial reporting packages and senior management presentations.
• Coordinate budget meetings and assist with the annual budgeting and forecasting process.
• Track departmental projects, deadlines, and action items.
• Prepare expense reports, purchase requisitions, and invoice approvals.
• Assist with audit preparation by organizing documentation requested by internal and external auditors.
• Support document management for banking, insurance, tax, and compliance activities.

Manufacturing & Operations Coordination

• Coordinate communication between Finance, Manufacturing Operations, Purchasing, Engineering, Sales, and Human Resources.
• Assist with preparing reports related to production costs, inventory, capital expenditures, and operational performance.
• Schedule cross-functional meetings involving plant leadership and senior management.
• Support capital project documentation and approval workflows.
• Assist with maintaining records for fixed assets and capital investments.

Administrative Responsibilities

• Coordinate departmental meetings, training sessions, and company events.
• Order office supplies and maintain department resources.
• Maintain filing systems in accordance with company policies and record retention requirements.
• Support special projects and continuous improvement initiatives.
• Perform other administrative duties as assigned.

Skills & Experience:

Education

• Associate's degree in Business Administration, Accounting, Finance, or a related field preferred not required.
• Bachelor's degree is a plus.

Experience

• Minimum of 3-5 years of administrative or executive assistant experience supporting senior leadership.
• Experience in manufacturing, industrial, or production environments strongly preferred.
• Experience supporting Finance or Accounting departments is highly desirable.

Required Skills

• Exceptional organizational and multitasking abilities.
• Strong written, verbal, and interpersonal communication skills.
• Excellent attention to detail and accuracy.
• Ability to maintain strict confidentiality with financial and business information.
• Strong problem-solving and decision-making skills.
• Ability to prioritize work in a deadline-driven environment.
• Advanced proficiency in Microsoft Office 365, including:
• Excel (spreadsheets, charts, and reporting)
• Word
• Outlook
• PowerPoint
• Teams
• Experience with ERP systems such as SAP, Oracle, Microsoft Dynamics, Infor, or Epicor is preferred.
• Experience with document management and electronic filing systems is a plus.

Pay: $65,000.00 - $75,000.00 per year

Work Location: In person

Salary : $65,000 - $75,000