Specialist, General Administration

Mobis Alabama LLC; Northern (KY); Hybrid; USD 50,000 - 75,000; Full time

Job summary

Mobis Alabama LLC seeks a General Affairs (GA) Specialist to support administrative and financial operations within the facilities. The role emphasizes purchase coordination, expense processing, and budget management, while handling vendor invoices and expat support to ensure compliant business processes.

The candidate will manage travel, reimbursements, KPI reporting, asset tracking, and cross-functional coordination with Purchasing and Finance.

Qualifications

• Associate degree or higher in Business Administration or related field.
• 1+ years of experience in administration, purchasing, or finance-related role.
• Ability to audit invoices and ensure contract compliance.
• Experience with MS Word, Excel, and PowerPoint.

Responsibilities

• Process material purchase requests and support ordering operations.
• Prepare internal approval documents (PR, expense requests, justification forms).
• Coordinate with Purchasing for bidding and vendor selection processes.
• Process and track expenses and payments; manage vendor invoices and logs.
• Prepare budget reports and cost analysis summaries.
• Process travel and expense reimbursements and accounts payable.

Skills

Interpersonal communication

Time management

Attention to detail

Verbal communication

Multitasking

Education

Associate degree or higher in Business Administration or related field

Tools

SAP

ERP system

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Overview

The GA Specialist is responsible for administrative and financial support functions for operations and general administration. This role focuses on purchase coordination, expense processing, budget management, vendor invoice control, and expatriate (expat) support to ensure efficient and compliant business operations.

Responsibilities

(To perform within this position successfully, the incumbent must be able to perform each essential duty satisfactorily. Other duties may be assigned.)

Administrative Support (Non-Technical)

• Process material purchase requests and support ordering operations
• Prepare internal approval documents (PR, expense requests, justification forms)
• Coordinate with Purchasing for bidding and vendor selection processes

Expense & Invoice Management

• Process and track expenses and payments
• Manage service vendor invoices including verification, tracking, and status updates
• Ensure all invoices are properly documented and comply with internal policies
• Maintain invoice logs and provide regular status updates (daily/monthly tracking)

Budget Management & Planning

• Support annual budget planning and forecasting for FAC/GA operations
• Monitor budget vs. actual spending and identify variances
• Track ongoing expenses to ensure alignment with approved budgets
• Prepare budget reports and cost analysis summaries

General Administration (GA)

• Process travel and expense reimbursements and accounts payable
• Prepare purchase requisitions, check requests, and approval documents
• Develop and maintain KPI reports and operational summaries
• Manage asset tracking and administrative databases
• Oversee the GA Orientation program, ensuring it is updated and accurate

Expatriate (Expat) Support

• Coordinate expat onboarding and offboarding logistics
• Manage housing arrangements (lease, utilities, issue handling)
• Support vehicle (lease, insurance, registration) coordination
• Assist with visa and administrative compliance in coordination with HR
• Provide day-to-day administrative support for expats
• Track expat-related costs and maintain supporting documentation

Vendor & Cross-Functional Coordination

• Act as a liaison between the facility team, vendors, Purchasing, and Finance
• Monitor vendor registration and onboarding status
• Ensure timely communication and follow-ups for approvals and payments

Reporting & Documentation

• Prepare reports, dashboards, and tracking logs (Excel-based)
• Maintain organized and audit-ready documentation
• Support internal and external audit requirements

Performs other related duties as required and assigned by the GA/FAC Manager and HOD

AUTHORITY & SCOPE

Supervisory Responsibilities:

No

Qualifications

Required Education & Experience:

• Associate’s degree or higher in Business Administration or related field
• 1+ years of experience in administration, purchasing, or finance-related role

Required Knowledge, Skills, & Abilities:

• Ability to develop and implement Team Member involvement activities and events.
• Proven interpersonal, communication, and time management skills.
• Proven experience with Microsoft Word, Excel, and PowerPoint
• Ability to audit invoices to ensure compliance with established contracts.
• Ability to manage multiple projects simultaneously and meet required deadlines.
• Proven ability to communicate verbally and in writing.
• Proven ability to use good business judgement and make sound, timely decisions.
• Ability to maintain confidentiality.
• Demonstrated ability to work effectively in a diverse workforce.
• Flexibility to work in a multilingual environment.
• Proven ability to work independently when needed.
• Must be goal-oriented, customer-focused, and results-driven.
• Must be willing to perform additional duties as assigned by Manager/HOD to support business needs and operational priorities.
• Must be flexible to work overtime, weekends, and support urgent operational needs when required.

Preferred Education & Experience:

• Associate Degree in Business Administration, Business Management, or related field
• Experience in a manufacturing environment
• SAP or ERP system experience
• Bilingual (English/Korean)
• Experience supporting expats or vendor management

Certificates, Licenses, and Registrations:

• None required

Working Conditions:

• Office-based work environment, some walking within and between buildings, lifts up to 30 to 50 lbs.