Business Administrator

Guidetech, LLC; Lenexa, Northern (KS, KY); Hybrid; USD 45,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

401(k) with company match

Medical, dental, and vision coverage

Paid time off and holidays

Professional development opportunities

Job summary

GuideTech in Lenexa, KS is seeking a full-time Business Administrator to support leadership, financial administration, onboarding, and daily office operations. You will prepare leadership materials, manage timekeeping, review invoices, and keep contract records.

The role requires discretion with confidential information and strong Excel skills in a fast-paced environment. As part of a defense and aerospace focused team, you’ll coordinate onboarding, vendor relations, and payroll readiness, while

Qualifications

• Three or more years of experience in office administration or a similar role.
• Strong organizational skills with attention to detail.
• Proactive and able to resolve missing information efficiently.
• Proficient in Microsoft Excel and handling financial data.
• Experience with invoices, timekeeping, expenses, or financial docs.
• Ability to manage multiple priorities with discretion on confidential information.
• Experience supporting executives directly.
• Experience with QuickBooks or QuickBooks Time preferred.

Responsibilities

• Prepare weekly leadership meeting materials, reports, KPIs, bookings, backlog, and follow-ups.
• 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 and documentation.
• Track overdue payments, bills, reimbursements, and month-end close items.
• Maintain contract records and process rates and administrative updates.
• Administer corporate cards, business accounts, deposits, and payments.
• Coordinate onboarding logistics, office orientation, mail, supplies, and vendors.
• Create and maintain administrative procedures and checklists.

Skills

Strong organizational skills

Attention to detail

Proactive problem solving

Time management

Discretion with confidential info

Executive support experience

Tools

QuickBooks

QuickBooks Time

Excel

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)

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.