Business Support Specialist

Malones CNC Machining Inc; Grove (OK); On-site; USD 26,000 - 33,000; Full time

Job summary

Malone's CNC is seeking a Business Support Specialist to provide administrative, clerical, financial data entry, and operational support. This role serves as the primary contact for visitors and callers, coordinates meetings and events, handles accounts payable tasks, and assists Human Resources.

Ideal candidates will demonstrate accuracy, financial acumen, organization, initiative, and confidentiality, with the ability to work independently in a manufacturing setting.

Qualifications

• High school diploma or GED required.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Exceptional attention to detail and accuracy in data entry and recordkeeping.
• Financial acumen, numerical aptitude, and understanding of basic accounting concepts.
• Proficiency in Microsoft Excel, Word, Outlook, and general office technology.
• Effective written and verbal communication and professional customer service skills.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Must qualify as a U.S. person under applicable U.S. export control regulations (ITAR and/or EAR).
• Ability to work a schedule that starts at 6:30 or 7am.

Responsibilities

• Answer and direct telephone calls courteously; relay messages accurately.
• Greet and assist visitors, customers, vendors, and other guests professionally.
• Coordinate meetings, scheduling, spaces, materials, and communications.
• Arrange meals, catering, refreshments, and supplies for meetings and functions.
• Maintain orderly administrative files and a professional reception area.
• Enter invoices and financial information accurately and on time.
• Review invoices and supporting documents for completeness and consistency.
• Identify discrepancies and report errors.
• Maintain organized financial records and assist with accounts payable activities.
• Protect confidential financial and business information.
• Support Human Resources and other departments with administrative projects.
• Coordinate event logistics, scheduling, supplies, and setup.
• Prioritize assignments, meet deadlines with minimal supervision.
• Demonstrate reliability, discretion, and sound judgment.

Skills

Organizational skills

Time-management

Data entry

Excel/Word/Outlook proficiency

Professional communication

Independent work

ITAR/EAR eligibility

Education

High school diploma or GED

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Build More Than a Career. Be Part of Something That Matters.

At Malone's CNC, we're proud to manufacture precision components that support our nation's military and defense industry. From the production floor to the front office, every employee contributes to our shared mission of delivering quality products that help keep our country safe. Join our team and take pride in knowing your work matters!

Position Summary

The Business Support Specialist provides administrative, clerical, financial data entry, and operational support to ensure efficient daily business activities. The position serves as a professional point of contact for visitors and callers, coordinates meetings and events, performs assigned accounts payable functions, and supports departments including Human Resources. Success requires exceptional accuracy, financial acumen, organization, initiative, sound judgment, confidentiality, and the ability to work independently.

Essential Duties And Responsibilities

Administrative and Office Support

• Answer and direct telephone calls courteously; accurately relay messages.
• Greet and assist visitors, customers, vendors, and other guests professionally.
• Coordinate meetings, scheduling, meeting spaces, materials, and participant communications.
• Arrange meals, catering, refreshments, and supplies for meetings and company functions.
• Maintain orderly administrative files, records, and a professional reception environment.

Accounts Payable and Financial Support

• Enter invoices and related financial information accurately and on time.
• Review invoices and supporting documents for completeness and consistency.
• Identify discrepancies and promptly seek clarification or report errors.
• Maintain organized financial records and assist with invoice tracking and other assigned accounts payable activities.
• Protect confidential financial and business information.

Interdepartmental Support

• Assist Human Resources and other departments with administrative projects and special initiatives.
• Support planning and coordination of employee events, recognition activities, meetings, and company functions.
• Prepare and distribute internal announcements, notices, and informational materials as directed.
• Coordinate event logistics, including scheduling, supplies, refreshments, and setup.

Self-Management and Professionalism

• Independently prioritize assignments, manage interruptions, and meet deadlines with minimal supervision.
• Anticipate needs, take initiative, and follow tasks through to completion.
• Maintain a consistently professional demeanor, appearance, and communication style.
• Demonstrate reliability, accountability, discretion, and sound judgment.
• Perform related duties and special projects as assigned.

Required Qualifications

• High school diploma or General Educational Development (GED) credential required.
• Strong organizational and time-management skills; ability to manage competing priorities.
• Exceptional attention to detail and accuracy in data entry and recordkeeping.
• Financial acumen, numerical aptitude, and understanding of basic accounting concepts.
• Proficiency in Microsoft Excel, Word, Outlook, and general office technology.
• Effective written and verbal communication and professional customer service skills.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Must qualify as a U.S. person under applicable U.S. export control regulations (ITAR and/or EAR), where required for access to export-controlled information or technology associated with this position.
• Ability to work a schedule that starts at 6:30 or 7am.

Preferred Qualifications

• Experience in administrative or office support.
• Experience with accounts payable, invoice processing, or financial data entry.
• Familiarity with accounting software and coordinating events or internal communications.

Key Performance Expectations

• Accurate, timely financial data entry and administrative work.
• Effective self-management and consistent completion of assignments.
• Organized, complete, accessible records and documentation.
• Professional interactions and dependable support for meetings, events, and departments.
• Maintain attendance and punctuality standards

General Statement

This description summarizes the general nature and level of work assigned to the position and is not an exhaustive list of duties or qualifications. Responsibilities may change based on business needs, consistent with applicable law.

This role supports a manufacturing facility. While the majority of the workday is in an office environment, there will be times when it will be necessary to go into a production area. Required PPE that is necessary to enter this area will be provided.

Salary: $19 - $24 per hour