Office Coordinator and Project Management Assistant

Exact Metrology; Northern (KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Exact Metrology is seeking an organized Office Administrator to support project management workflows and HR coordination. The role covers office coordination, invoicing, purchasing, payroll/timekeeping liaison, and vendor communications. Experience with Paylocity and Concur is a plus, with a focus on confidentiality and accuracy.

You will handle travel arrangements, maintain filing systems, and support a variety of administrative tasks across projects and departments in Kentucky.

Qualifications

• Exemplary work ethic and personal integrity.
• High school diploma required; some college or bachelor’s degree preferred.
• Two+ years of general office administration experience.
• Proficient using Word, Excel, Outlook, PowerPoint, and PDF editing software; MS Project a plus.
• Maintain confidentiality and handle sensitive information with maturity.
• Excellent written and verbal communication skills.

Responsibilities

• Office Coordination: keep filing organized and support purchase orders.
• Reconcile A/P invoices and verify delivery before payment processing.
• Review timekeeping and payroll registers for accuracy; support payroll processes.
• Handle incoming communications: phone, web inquiries, company email.
• Become resident expert in timekeeping, payroll, and expense management software (Paylocity, Concur).
• Coordinate travel arrangements for staff.

Skills

Office administration

Microsoft Office

Communication skills

Confidentiality

Time management

Education

High school diploma

Some college or bachelor’s degree preferred

Tools

Paylocity

Concur

Job description

Description

Job Overview: This position is responsible for general office administration and assisting project management workflow.

Responsibilities and Duties:

• Office Coordination
• Ensure electronic filing system stays organized + continuous improvement
• Coordinate, issue, and/or organize purchase orders
• Reconcile A/P invoices and receiving to verify delivery before payment processing
• Review timekeeping and payroll registers for accuracy
• Incoming communications: office phone, web inquiries, company email
• Become resident expert in timekeeping, payroll, and expense management software (currently: Paylocity and Concur)
• Coordinate travel arrangements

Project Management Assistance

• Maintain filing system + continuous improvement, digitize legacy paper files
• Invoicing and accounts receivable, in conjunction with the project manager
• Purchasing, tracking orders
• Coordinate freight shipping activities
• Maintain project schedules
• Maintain master schedule for all projects and resource allocation
• Maintain welder continuity logs
• Coordinate travel arrangements

Human Resources Coordination

• Employee onboarding
• Employee training program
• Fitness for duty program
• Other duties not specifically listed which are essential to this position and the success of the organization

Requirements

Qualifications:

• Exemplary work ethic and personal integrity
• High school diploma required (some college or bachelor’s degree preferred)
• Two+ years of general office administration experience
• Must be proficient using Word, Excel, Outlook, PowerPoint, and PDF editing software, MS Project experience is a plus
• Must be able to maintain confidentiality and handle sensitive information with maturity
• Must have excellent communication skills (written and verbal)