Administrative Assistant (HR and Accounting Coordinator)

General

Marbach America is seeking a highly organized and proactive Administrative Coordinator to support daily operations, HR functions, and financial tasks. This role involves coordinating travel, benefits, recruiting support, payroll assistance, and managing company assets such as fleet rentals and mobile devices. The ideal candidate will have strong multitasking skills, attention to detail, and experience in administrative, accounting and HR processes.

Tasks

Administrative & Office Management

• Coordinate and manage travel arrangements, including booking flights, hotels, and rental cars.
• Perform general administrative duties, such as filing, ordering office supplies, arranging food deliveries, and coordinating with service providers (e.g., HVAC companies).
• Manage mobile device accounts, including purchasing new phones and maintaining records.
• Oversee Enterprise/fleet rental management, ensuring vehicles are properly allocated and documentation maintained.
• Greets and directs all visitors and fielding of telephone calls.
• Maitain well organized employee files and organize financial files.
• Enter and keep updated data in our systems.
• Organize mail and ordering of office supplies (Marbach Uniforms, business cards)
  
  

HR & Recruiting Support

• Assist with benefits coordination, including employee enrollments, changes, and inquiries.
• Support with recruiting coordination, including scheduling interviews and help conduct phone screenings when needed
• Answer basic employee questions related to payroll, benefits, policies, and general HR inquiries.
• Assist with event coordination, including employee engagement activities, meetings, and corporate gatherings.
• Assist with 401K management and maintaining accurate hours for payroll processing.
  
  

Financial Support

• Assist with payroll summaries and payments and entering them in our system.
• Handle insurance journal entries and maintain financial records for auditing purposes.
• Payments towards HSA, disbursements etc
• Assist with payables and receivables as needed.
• Process employee expense reports
  
  

Required Skills & Qualifications

• 2 years of experience in an administrative, HR, or finance-related role.
• Proactive and strong organizational and multitasking skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook). Good with Pivot tables, formulas, grouping, sorting etc.
• Experience with payroll and benefits administration is a plus.
• Ability to work independently and maintain confidentiality.
• Excellent communication and problem-solving skills.
• Familiarity with HR systems, applicant tracking systems (ATS), and payroll software is a plus (ideally Proliant).
• Attention to detail and accuracy
• Adaptability and flexibility
• Must be able to remain in a stationary position 100% of the time
• Must be able to work with a constant high noise level from the next door production area
• Accounting knowledge