What are the responsibilities and job description for the Administrative Support Specialist (onsite) position at Cohen Architectural Woodworking LLC?
Job Description
Position: Administrative Support Specialist
Reports to: Office Manager
Location: Onsite (St. James, MO)
Last Updated: 3/27/2026
Position Summary:
The Administrative Support Specialist provides reliable administrative, HR, and accounting support that enables the organization to operate efficiently and stay moving forward. This role exists to support the business, ensuring information, processes, and transactions are handled accurately, promptly, and in accordance with company standards.
This position maintains a culture of accuracy, accountability, and follow‑through, completing work on time, resolving issues quickly, and supporting finance and administrative functions in a way that helps teams execute.
Duties/Responsibilities
HR & Administrative Support
- Support recruiting activities, including interview scheduling and onboarding and offboarding coordination.
- Maintain employee records, performance review documentation, and HR systems.
- Process payroll and assist with payroll-related reporting including research and resolving payroll tax or agency notices.
- Administer employee benefits including health insurance, retirement plans, PTO, COBRA, Cohen Cares, and related programs.
- Provide general administrative support to the HR, Finance, & Executive teams.
Accounting & Finance Support
- Help maintain organized financial records and assist with month-end reconciliation tasks.
- Provide administrative assistance during audits and annual financial reviews.
- Coordinate communication between HR, Operations, and Finance for payroll and expense-related matters.
- Process accounts payable invoices, expense reports, and complete other related data entry.
- Handle accounts receivable invoicing and related recordkeeping.
Qualifications & Core Competencies
- Technical Proficiency – Uses Microsoft Office, ADP, and operational tools effectively, QuickBooks Online experience preferred.
- Ownership & Initiative – Manages workload independently; follows through and completes work without reminders.
- Time Management – Prioritizes tasks and meets deadlines consistently.
- Problem Solving & Accuracy – Resolves issues quickly and maintains strong attention to detail.
- Communication – Communicates clearly and professionally with coworkers and clients.
- Professional Conduct – Treats others with respect and contributes to a positive work environment.
- Confidentiality & Ethics – Protects sensitive information and follows company standards.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 35 pounds at times.
- Works onsite.
Evaluation Metrics:
- Level of output.
- Quality of work produced.
- Ability to work as a team player.
- Demonstrated diversity in tasks beyond primary role.