HireTalent - Staffing & Recruiting Firm · 1 day ago
Administrative Assistant
Lexington, KY
Contract
Onsite
New Grad, Entry LevelHireTalent is a staffing and recruiting firm seeking an Administrative & Finance Coordinator. This role involves managing finance operations, vendor management, and employee engagement tasks, requiring strong organizational skills and attention to detail.
DeliveryHuman ResourcesStaffing Agency
Hiring Manager
Sweta Roy
Responsibilities
Finance & Accounting Support
Match shipping documents to ACH wire transfers and maintain receivables. Prepare and log deposits; coordinate with Shared Services for journal entries. Reconcile PCard and travel expenses monthly
Invoice vendors for material sales and match reimbursements to payments
Maintain files for plant and reimbursement shippers
Complete monthly Standard Hours Report and distribute to finance leadership
Procurement & Inventory
Create and manage annual purchase orders for vendor accounts
Assist with physical inventory preparation, including supplies, food orders, and logistics
Coordinate with IT, payroll, and facilities for inventory setup
Badge & Access System Management
Order badge supplies and maintain system accuracy
Create badges for new hires and conduct quarterly audits
Collaborate with building services and security personnel
Office & Staff Support
Maintain calendars for staff visits and meetings
Reserve and set up conference rooms and offsite events
Order food, office supplies, birthday cakes, and wind chimes for staff
Organize and support employee meetings and celebrations
Employee Engagement & Events
Plan and execute large-scale meals for Memorial Day, Thanksgiving, and Christmas
Coordinate with DEI team for events and decorations
Manage employee giveaways and seasonal treats (e.g., popsicles during hot weather)
Organize Santa events, including crafts, food, and décor
Facilities & Vendor Coordination
Liaise with vendors for cleaning, maintenance, and catering services
Maintain drink closets, badge rooms, and lost & found
File work orders and ensure cleanliness of shared spaces
Miscellaneous Duties
Sort and distribute mail
Set up guest Wi-Fi access
Support strike planning logistics
Assist with high-end visitor tours and hospitality
Respond to power outages and seasonal wildlife management
Qualification
Required
Accounting Background
Excel, MS teams
Strong Professionalism
Strong organizational and multitasking abilities
Experience in finance operations and vendor management
Proficiency in Microsoft Office and internal systems
Excellent communication and interpersonal skills
Ability to coordinate large-scale events and manage logistics
Company
HireTalent - Staffing & Recruiting Firm
HireTalent is a certified Minority Business Enterprise (MBE) workforce solutions firm, specializing in securing the best talent fits in Executive/Retained Search, Direct Hire Placements, MSP, SOW, and nationwide hiring program management and support.
Founded in 1997
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Ashish Kaushal
CEO / Founder
Company data provided by crunchbase