Corporate Office Administrator/Accounts payable

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
  
  

Required Qualifications

• 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. College degree or classes in accounting are preferred.
• Standards (Ex. REACH, RoHS, AS9100, IATF 16949).
• Familiarity with regulatory standards (Ex. REACH, RoHS, AS9100, IATF 16949).
  
  

Core Competencies- Individual Contributor

• Situational Adaptability
• Analytical Skills
• Drives Results
• Plans & Aligns
• Decision Quality
• Action Oriented
• Collaborates
• Ensures Accountability
• Communicates Effectively & Influences
• Instills Trust
  
  

Models Flexfab’s HEARTS Values

• Honesty - Lead with integrity and transparency in technical decision-making and stakeholder interactions.
• Excellence - Relentlessly pursue innovative solutions that exceed expectations in product performance, safety, and quality.
• Accountability - Own the outcomes of technology programs and foster a culture of responsibility within the team.
• Respect - Champion collaboration and value the diverse expertise of engineers, scientists, and partners across functions.
• Teamwork - Build strong cross-functional teams that work in unison to deliver results from concept through launch.
• Support - Enable professional growth and promote a balanced, high-performing environment that benefits individuals, the organization, and broader community.
  
  

Working Conditions

• Office setting: may be required to work in different buildings as needed
• May be required to attend corporate events, some of which may require formal attire
  
  

How To Apply

If you meet these qualifications and are interested in being considered for this position, please submit your application and update your resume at www.flexfab.com.

Flexfab is an equal opportunity employer, to all protected groups, including protected veterans and individuals with disabilities.

This position requires access to technical data subject to the International Traffic in Arms Regulations (ITAR). Only U.S. persons (citizens, lawful permanent residents, refugees, or asylees) are eligible