Operations and Finance Coordinator

EleMech is a privately held technology company in Aurora, IL that provides industrial controls and software for the water supply and treatment industry. We are committed to building a business that sources viable solutions that improve the environment and extend global accessibility and sales of consumable clean water.

Position Overview:

We are seeking an Operations & Finance Coordinator to manage the essential administrative, HR, and financial functions of our office. This multi-faceted role is ideal for a detail-oriented professional who loves maintaining organizational order and financial accuracy. If you excel at executing critical business processes independently without the desire to manage direct reports, you will find this position highly rewarding. The Operations & Finance Coordinator serves as the central administrative engine of our daily physical operations. This role is fully on-site at our Aurora, IL facility to ensure seamless management of our office environment, foundational QuickBooks bookkeeping, and secure ADP payroll and HR coordination. This position handles vital logistical and numerical work but carries no direct personnel management authority.

Skills and Qualifications:

Finance & Accounting Support (40%)

QuickBooks Management:

Input daily financial transactions, categorize expenses, and maintain an accurate ledger within QuickBooks Online. HR Administrative Coordination (30%)

ADP Payroll Processing:

Collect and audit employee timecards, log paid time off, and input accurate data into ADP to ensure flawless compensation processing.

Onboarding & Records:

Coordinate logistics for incoming personnel, guide new hires through I-9 and benefits paperwork, and maintain compliant, highly confidential employee files.

Interview Scheduling:

Coordinate applicant tracking by posting vacant jobs, filtering initial resumes, and organizing interview slots on leadership calendars.

Policy Compliance:

Track necessary employment law posters, workplace certification expirations, and basic health guidelines to ensure compliance.

Accounts Payable & Receivable:

Process incoming vendor invoices, verify billing accuracy, route for approval, and assist with issuing client invoices.

Expense & Receipt Auditing:

Review internal employee expense reports, cross-reference company credit card statements, and flag spending deviations. Office Operations & Clerical Support (30%)

Front Desk Leadership:

Greet scheduled visitors, answer incoming phone inquiries, and sort daily postal deliveries and packages.

Executive Assistant Logistics:

Coordinate calendar events and orchestrate detailed travel arrangements for the corporate leadership team.

Procurement:

Monitor physical facility inventory and order basic corporate and kitchen supplies to prevent workplace shortages.

Vendor Administration:

Act as the direct point of contact for utility, internet, building maintenance, and shredding services.

Education and Training:

2+ years of experience combining office administration, basic bookkeeping, or human resources coordination.

Required Technical Skills:

Strong hands-on proficiency with QuickBooks (Online or Desktop) and ADP payroll platforms. High comfort level managing sensitive corporate financial data and protected HR records with total confidentiality. Clear, professional communication style with vendors, internal departments, and external clients. Superior time-management capability to switch seamlessly between clerical and numerical tasks without losing accuracy. Ability to maintain regular, reliable, fully on-site attendance during standard business hours.

Experience Requirements:

Pay dependent upon experience. Prior work in the field along with a history of long-term employment with other organizations will be considered favorably.

Pay:

$26.00 - $32.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person