Finance and Administrative Associate

JOB SUMMARY: The Administrative Assistant and Receptionist will be responsible for providing administrative support to include data entry, invoicing for accounts payable (A/P), accounts receivable (A/R), managing front desk operations, and ensuring a seamless experience for visitors and staff. This role requires high attention to detail, excellent organizational skills, and the ability to multitask effectively.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Finance and Accounting:

• A/P data entry and review vendor invoices for accuracy.
• Ensure all necessary approvals are obtained before payment.
• Maintain checkbook and reconcile bank accounts.
• Support Inventory Control as needed.
• Prepare and send invoices to customers.
• Follow up on overdue accounts.

Front Desk Operations:

• Greet and welcome visitors in a professional and courteous manner.
• Answer and direct phone calls to the appropriate parties.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain a tidy and organized reception area.
• Handle food orders for both for internal staff and external customers.
• Coordinate with catering services to ensure timely delivery and setup.
• Manage dietary restrictions and preferences of attendees.
• Monitor catering supplies and order accordingly

Administrative Support:

• Prepare and distribute correspondence, reports, and documents.
• Assist in the preparation of presentations and materials for meetings.
• Maintain organized filing systems, both physical and digital.
• Plan and execute employee events, including, celebrations, and workshops.
• Coordinate logistics for events, such as venue selection, catering, transportation, and audiovisual equipment.
• Develop event timelines and schedules to ensure smooth execution.
• Work closely with vendors and suppliers to negotiate contracts and secure services within budget.

Other duties as assigned

EDUCATION AND/OR EXPERIENCE:

• High School diploma, Associates degree in business administration or related field, or equivalent related experience.
• Preferred experience as an administrative assistant or receptionist, or in a similar role.
• Preferred experience with AP and invoicing.
• ERP experience a plus.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple deadlines.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Outstanding communication and interpersonal abilities.
• Experience in event planning and food service coordination is a plus.

The intellectual demands, physical demands, and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

INTELLECTUAL DEMANDS:

• Ability to effectively present information and respond to questions from groups of managers, employees, vendors, and customers
• Ability to notice and address even the smallest details to ensure tasks are completed accurately.
• Capable of maintaining structured systems and processes to streamline administrative tasks, reception duties, and event planning.
• Takes initiative to ensure a smooth front desk operation and successful event execution.
• Adapts quickly to changing priorities and thrives in a fast\-paced environment.
• Collaborates effectively with colleagues across departments to achieve common goals.

PHYSICAL DEMANDS:

• Requires ability to sit for long periods of time.
• Requires manual dexterity to operate computer, keyboard, and other office equipment.

WORK ENVIRONMENT:

• Typical office environment.
• The noise level in the work environment is usually quiet.
• Regular and predictable attendance at the designated work site is required.

Why Join Diamond Animal Health

Join a company with over 60 years of expertise in advancing animal health solutions. At Diamond Animal Health, we combine deep industry knowledge with precision to deliver excellence in every stage of operations—from research and development to manufacturing and logistics. Our USDA\-licensed and FDA\-registered facilities, along with global distribution capabilities, position us as a trusted leader in animal health innovation. As part of a team that values collaboration and continuous improvement, you’ll contribute to a legacy of quality, safety, and innovation that impacts animals worldwide.

Our Benefits

We offer a comprehensive compensation and benefits package designed to support your financial, physical, and emotional well\-being, including:

• 9 paid holidays, 4 Floating Holidays and generous PTO
• Health, Dental, and Vision plans with premiums as low as $0
• Employer\-paid Short\- and Long\-term Disability and Life Insurance
• 401(k) with company match
• Employee Assistance Program
• Up to 7 weeks of paid parental leave

Ready to Make an Impact?

If you’re passionate about improving animal health and want to be part of a team that values innovation, collaboration, and growth, apply today and help us shape the future of animal health.