Administrative Assistant - HR & Finance

Vantage Agora Inc; Cleveland (OH); On-site; USD 38,000 - 52,000; Full time

Job summary

EOX Vantage is seeking an Administrative Assistant – HR & Finance to provide essential support to the HR & Finance Manager. The role covers recordkeeping, document preparation, and coordinating routine HR and Finance tasks with a strong emphasis on accuracy and confidentiality.

The position requires organization, discretion with sensitive information, and proficiency with MS Office; onboarding, payroll prep, and vendor coordination are part of the duties.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience in administrative roles, HR, Finance, or accounting.
• Strong organizational and time-management skills.
• Excellent attention to detail and discretion with confidential information.
• Proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

• Onboard and maintain employee records and HR files.
• Process accounts payable/receivable and vendor documentation.
• Prepare HR/finance documents, reports, and communications.
• Coordinate meetings and manage calendar and deadlines.
• Assist with payroll documentation and expense tracking.

Skills

Organizational skills

Time management

Written and verbal communication

Attention to detail

Discretion with confidential info

Microsoft Office proficiency

Education

High school diploma or equivalent

Associate degree in Business Admin/HR/Finance (preferred)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

QuickBooks

Job description

Employment Type: - Full Time, Non-Exempt | Schedule: 32 hours per week Monday-Thursday, 8:00 am – 5:00 pm | Work arrangement: on-site

Company Overview:

EOX Vantage has been empowering organizations since 2004 by providing scalable, on-demand support to enhance business operations. We specialize in managed services and technology solutions that help businesses, including those in the insurance industry, optimize efficiency, improve data management, and enhance customer experiences. Our solutions help insurers streamline operations, reduce administrative burdens, and gain actionable insights to drive business growth.

Position Overview:

The Administrative Assistant – HR & Finance provides administrative support to the HR & Finance Manager and assists with the daily activities of both departments. This position is responsible for maintaining records, preparing documents, coordinating routine activities, and helping ensure HR and Finance tasks are completed accurately and on time.

The position requires strong organization, attention to detail, professionalism, and confidentiality.

Key Responsibilities

Human Resources

• Support employee onboarding and maintain employee documentation and files.
• Update employee records, HR trackers, job descriptions, and related information.
• Assist with recruitment logistics (job postings, resume coordination, interview scheduling).
• Prepare routine HR forms, letters, reports, and communications.
• Track outstanding employee documents and follow up as needed.
• Support benefits, PTO, attendance, and other HR administrative processes.
• Assist with employee engagement activities and company events.

Finance

• Organize invoices, receipts, expenses, and vendor documentation.
• Support accounts payable and accounts receivable activities.
• Assist with customer invoicing and payment follow-ups.
• Maintain financial spreadsheets, trackers, and records.
• Collect and organize vendor documentation, including W-9s.
• Support credit card and expense reconciliation.
• Gather documentation for payroll, accounting, and other Finance activities.

Administrative Support

• Provide daily administrative support to the HR & Finance Manager.
• Receive, sort, and distribute incoming mail and deliveries, and assist with outgoing mail as needed.
• Coordinate meetings and maintain follow-up items and deadlines.
• Communicate with employees, managers, vendors, and external partners as directed.
• Support special projects and other administrative duties as assigned.

Qualifications

Education: High school diploma or equivalent required. Associate degree or coursework in Business Administration, Human Resources, Finance, Accounting, or a related field preferred.

Previous administrative, HR, Finance, accounting, QuickBooks or office experience preferred.

Strong organizational and time-management skills.

Excellent attention to detail and follow-through.

Proficiency in Microsoft Outlook, Word, and Excel.

Strong written and verbal communication skills.

Ability to prioritize multiple responsibilities.

Ability to handle confidential employee and financial information with discretion.

Why EOX Vantage?

At EOX Vantage, we help small & medium businesses optimize operations, enhance data management, and improve customer experiences. Our solutions empower organizations to focus on their core business while we provide technology-driven tools and managed services to drive efficiency and growth. Discover more at EOX Vantage.

Equal Employment Opportunity Policy:

EOX Vantage provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment based on race, color, religion, age, sex, national origin, disability status, genetics, veteran status, sexual orientation, gender identity, or any other characteristic protected by law. This policy applies to all aspects of employment, including hiring, promotion, compensation, and training.

EOX Vantage participates in E-Verify. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

EOX Vantage will not use E-Verify to pre-screen job applicants and will only use E-Verify once a job offer has been accepted and Form I-9 is completed.

For more information about E-Verify, please visit Home | E-Verify