Administrative Assistant – Finance & Procurement

Administrative Assistant

Location:

Blue Ash, OH

Division:
Enerfab Power & Industrial

Direct Report:
Chief Financial Officer

Hourly Rate Range: $30/hr. to $35/hr.

Enerfab has over 120 years of experience, offering fabrication and construction capabilities to a wide variety of customers for the chemical, food & beverage, oil & gas, heavy industrial and power industries. Founded in 1901, our company began making sealants and lacquers — including a patented formula for brewer’s pitch — for beer tanks and vessels. Over the last century, our expanded capabilities, project experience, safety record, and commitment to quality have made Enerfab one of the industry leaders in shop fabrication, field erection and construction and maintenance services.

The Administrative Assistant – Finance & Procurement provides high-level administrative, operational, and reporting support to the Chief Financial Officer, Vice President of Procurement, and the broader Accounting, Finance, and Procurement teams.

This role is designed for a highly organized, proactive individual who can independently manage recurring administrative responsibilities, coordinate key departmental processes, monitor deadlines and compliance, and ensure leaders and teams have the information and materials needed to operate effectively.

The successful candidate will be comfortable working with financial information, systems, reports, and confidential business matters and will have a strong ability to follow through, identify missing information, and keep multiple priorities moving simultaneously.

• Provide day-to-day administrative support to the Chief Financial Officer and Vice President of Procurement.
• Coordinate calendars, meetings, appointments, travel, and scheduling across internal and external stakeholders.
• Assist with preparation, submission, and management of executive expense reports.
• Monitor upcoming meetings, deadlines, deliverables, and commitments and proactively communicate reminders and outstanding action items.
• Prepare meeting materials, agendas, presentations, reports, and supporting documentation as needed.
• Coordinate departmental meetings and assist with tracking action items and follow-up.
• Handle sensitive and confidential financial, employee, vendor, and company information with appropriate discretion.
• Provide general administrative support to the Accounting and Procurement leadership teams as needed.

• Coordinate the administrative preparation of the monthly close binder for CFO review paying attention to organization, completeness, supporting documentation, approvals, and version control.
• Maintain the monthly close calendar and checklist and assist in monitoring completion of required close activities.
  
  Follow up with accounting team members as needed.
• Retrieve and distribute bank statements, bank activity, corporate credit card statements, and other supporting documentation needed for account reconciliations.
• Organize recurring accounting reports and supporting documentation.
• Assist with maintaining Accounting policies, procedures, process documentation, and departmental files.
• Support internal and external audits by maintaining request lists, organizing supporting documentation, tracking outstanding requests, and coordinating responses with Accounting team members.
• Assist with administrative aspects of other Accounting projects, payroll, and reporting requirements as assigned.

• Serve as a key administrative resource for Concur Expense and corporate card processes.
• Assist with Concur security administration, user setup, access changes, and maintenance of appropriate system access.
• Coordinate Concur onboarding and provide expense report training to new employees and cardholders in the Corporate and Shared Services areas.
• Develop and maintain training materials and reference guides related to expense reporting and corporate card requirements.
• Provide first-level support for routine employee questions regarding Concur and expense reporting.
• Monitor outstanding and delinquent expense reports and proactively…