Administrative and Financial Support Specialist

3 days ago


Portsmouth, Virginia, United States ViDARR Defense Solutions Full time
Job Title: Administrative and Finance Assistant

We are seeking a highly organized and detail-oriented Administrative and Finance Assistant to join our team at ViDARR Defense Solutions.

Job Summary:

The successful candidate will provide administrative and financial support to ensure the efficient day-to-day operations of our organization. This role requires strong organizational and financial skills to assist with office management, budgeting, invoicing, and financial record-keeping.

Key Responsibilities:
  • Administrative Duties:
    • Provide high-level administrative support to the CEO and other senior staff members.
    • Perform general office duties such as answering phones, responding to emails, and scheduling meetings.
    • Maintain office supplies and equipment, and order supplies as needed.
    • Organize and maintain office files, both digital and physical, ensuring easy retrieval of documents.
    • Multitask effectively in a fast-paced environment, juggling multiple priorities and deadlines while maintaining attention to detail and ensuring high-quality work.
  • Finance Duties:
    • Respond to vendor and customer inquiries regarding payments and invoices.
    • Assist with vendor verification and ensure compliance with company policies.
    • Upload vendor invoices into the accounting system and ensure proper documentation.
    • Assist with credit card reconciliation by matching transactions and receipts.
    • Scan, organize, and manage mail correspondence for proper record-keeping.
    • Assist with audits by preparing documentation and reports.
    • Support the finance team with other administrative tasks as required.
Requirements:
  • Associate's degree in Business Administration, Finance, Accounting, or a related field (Bachelor's degree preferred).
  • Proven experience in administrative roles with exposure to financial tasks.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and accounting software (e.g., QuickBooks, SAP) desired.
  • Excellent organizational skills and attention to detail.
  • Strong communication skills, both written and verbal.
  • Ability to maintain confidentiality with sensitive information.
  • Experience with bookkeeping and financial processes is a plus.
  • Must be a US citizen, or a Resident Alien (Green Card) to apply for the job.
Work Schedule:
  • 30-40 hours per week.
  • 25-30 hours per week will be spent in the office, with the remaining 5-10 hours worked remotely. Flexibility is required for specific projects and deadlines.
Competencies:
  • Problem-solving and multitasking abilities.
  • Strong time management skills and the ability to meet deadlines.
  • Ability to work independently and as part of a team.


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