Business Administrator

GuideTech LLC; Lenexa (KS); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401(k) match

Medical, dental, and vision coverage

Paid time off

Job summary

GuideTech LLC in Lenexa, KS is seeking a full-time Business Administrator to support leadership, financial administration, employee onboarding, and everyday office operations on-site. The role reports to the Chief Operating Officer and involves coordinating payroll readiness, invoices, onboarding, and process documentation.

You will collaborate with leadership, manage timekeeping, and help ensure accurate financial and administrative records while maintaining discretion with confidential

Qualifications

• Three+ years of experience in office administration, executive support, or finance administration.
• Proficiency in Microsoft Excel and handling financial data.
• Strong organizational skills and attention to detail.
• Experience with invoices, timekeeping, expenses, or financial documentation.
• Experience supporting executives directly.

Responsibilities

• Prepare weekly leadership meeting materials, reports, KPIs, bookings, backlog, and follow-up items.
• Support Leadership Team scheduling, meetings, and projects.
• Manage timekeeping deadlines and payroll readiness.
• Review labor, travel, and product invoices for accuracy and documentation.
• Track overdue payments, bills, reimbursements, receipts, and month-end close items.
• Maintain contract records and process approved rates and updates.
• Administer corporate cards, business accounts, and payments.
• Coordinate onboarding logistics, office orientation, mail, shipping, supplies, and visitors.
• Create and maintain administrative procedures and documentation.

Skills

Office administration

Executive support

Finance administration

Microsoft Excel

Tools

QuickBooks

QuickBooks Time

Job description

Description

Help keep the business operations behind advanced aerospace technology running accurately, efficiently, and on schedule. GuideTech is seeking a full-time Business Administrator to support leadership, financial administration, employee onboarding, and day-to-day office operations.

Location: Lenexa, KS (On-site)

Reporting directly to GuideTech’s Chief Operating Officer, you’ll play an important role in keeping recurring business processes organized and moving forward. You’ll work closely with leadership and across the organization, giving you visibility into the operational and financial activities that support the business.

GuideTech is a subsidiary of Palladyne AI (NASDAQ: PDYN), a U.S.-based defense and industrial technology company that delivers embodied AI-powered collaborative autonomy solutions, advanced avionics, precision-manufactured components, UAVs, and advanced aerospace design services.

At GuideTech, you’ll support the team behind technologies used across a diverse range of aerospace and defense platforms, including unmanned aircraft, launch vehicles, spacecraft, missiles, and other autonomous systems.

What You’ll Do

• Prepare weekly leadership meeting materials, reports, KPIs, bookings, backlog, and follow-up items.
• Support Leadership Team scheduling, meetings, and projects.
• Manage timekeeping deadlines, review coding and exceptions, and coordinate payroll readiness.
• Review labor, travel, and product invoices for accuracy, completeness, and supporting documentation.
• Track overdue payments, bills, reimbursements, receipts, and month-end close items.
• Maintain contract records and process approved rates and administrative updates.
• Administer corporate cards, business accounts, Amazon Business, deposits, and approved payments.
• Coordinate onboarding logistics, office orientation, mail, shipping, supplies, visitors, events, and office vendors.
• Create and maintain administrative procedures, checklists, and recurring-process documentation.

What Makes Someone Successful Here

• You take pride in producing precise, reliable, high-quality work and following details through to completion.
• You’re proactive about identifying missing information, resolving issues, and keeping work moving without needing constant direction.
• You enjoy improving processes and look for practical ways to make recurring work more organized and efficient.
• You’re comfortable shifting between routine responsibilities and unexpected priorities as business needs change.
• You bring a positive, collaborative approach and enjoy contributing to a team with high standards for its work.
• You communicate professionally and handle financial, employee, and business information with discretion.

Requirements

• Three or more years of experience in office administration, executive support, finance administration, or a similar role.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Positive mindset and flexibility to adapt and work through non-recurring tasks.
• Proficiency in Microsoft Excel and comfort working with financial and operational data.
• Experience with invoices, timekeeping, expenses, or financial documentation.
• Ability to manage multiple priorities and proactively resolve missing information.
• Strong communication skills, professionalism, and discretion with confidential information.
• Experience supporting executives directly.
• Experience with QuickBooks, QuickBooks Time, or similar systems preferred.

Benefits & Perks

• Competitive salary
• 401(k) with company match
• Comprehensive medical, dental, and vision coverage
• Paid time off and company holidays
• Professional development opportunities

Work Authorization & Clearance

This position requires the ability to work in the United States without current or future sponsorship. Depending on the nature of the work, the ability to obtain and maintain a U.S. security clearance may be required. Candidates may be asked to provide additional information relevant to clearance eligibility in accordance with applicable laws and regulations.

The Fine Print

No 3rd party candidates will be accepted. It is Palladyne AI’s policy to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state/provincial, local law.