HR Admin Coordinator / Executive Assistant

Job Summary

We’re hiring a dependable, detail-oriented HR & Administrative Coordinator / Executive Assistant to support 5 related companies: The Lift Bros, Chupp Industrial, Covermore Shelters, Chupp Logistics & Chupp Surplus. This full-time, onsite position is split between HR/admin responsibilities and serving as an Executive Assistant to the Owner.

You’ll work closely with ownership/management and coordinate with our bookkeeper, accountant, commercial insurance agent, banks & vendors. This role is ideal for someone who is self-motivated, highly organized, and able to prioritize tasks without direct supervision. This position requires a high level of integrity and discretion handling confidential financial and employee information.

This is a full-time, onsite role located at: 8173 S 429, Chouteau, OK 74337
Typing requirement: Candidates must be able to type 50 WPM minimum.

Role Breakdown

• ~50% HR / Admin / Operations Support (across all three companies)
• ~50% Executive Assistant support for the Owner

Key Responsibilities (include, but not limited to)

HR / Employee Administration

• Coordinate employee benefits administration (medical insurance, retirement benefits, etc.)
• Track employee time records and vacation benefits
• Support payroll communication and employee time tracking processes
• Maintain organized employee-related records and documentation (confidential)

Accounting / Admin Support (AP/AR + Controls)

• Accounts payable and accounts receivable support (sending payments, tracking invoices, vendor communication)
• Audit employee spending accounts and receipts
• Audit vendor expenses and identify cost-saving opportunities
• End-of-month audits of bank statements and supporting records
• Maintain receipt/expense tracking software and ensure documentation is complete

Compliance / Vendor Management

• Communicate with commercial insurance agent regarding property, auto, and workers’ comp
• Source new vendors/suppliers, request quotes, and improve pricing where possible
• Organize onsite paperwork, filing, and document retention

Reporting / Documentation

• Make bank deposits and handle occasional banking errands
• Collect mail and send payments (manually and digitally)
• Supply tax documents/forms as needed for banking and lending institutions (quarterly and as required)
• Assist with loan application paperwork and documentation gathering

Executive Assistant Responsibilities (Owner Support)

• Manage owner’s administrative needs, reminders, and follow-ups
• Help prioritize tasks, track action items, and keep projects moving
• Draft and respond to emails, coordinate communications, and schedule calls/meetings
• Organize documents, proposals, quotes, and key business information for quick access
• Coordinate vendor/customer follow-ups and assist with internal communications
• Support special projects (research, comparisons, organizing options, creating summaries, developing systems and processes)

Required Qualifications

• Typing speed: 50 WPM minimum
• Proficient in Excel (comfortable with spreadsheets, formulas, organizing data; able to learn advanced workflows)
• Strong organization, accuracy, and follow-through
• Ability to manage multiple priorities and meet deadlines
• Self-motivated; able to work independently without constant supervision
• Professional communication skills (phone, email, vendors, internal team)
• Comfortable handling confidential employee and financial information
• Able to learn new software/tools as required

Preferred Qualifications

• HR administration and/or employee benefits coordination experience
• AP/AR experience, expense auditing, receipt management, vendor negotiations
• Experience working with bookkeepers/accountants and organizing financial documentation
• Comfortable embracing efficiency tools such as AI (ChatGPT), automations, and modern software systems

Schedule & Work Environment

• Full-time, On-site
• Standard business-hours schedule with occasional flexibility as needed

Experience

• Proven experience in administrative roles or office management with a minimum of two years of relevant experience.
• Prior experience supporting executives or serving as a personal assistant is highly desirable.
• Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Docs, Sheets), and data entry tools.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Excellent communication skills—both verbal and written—with professional phone etiquette.
• Experience with bookkeeping software like QuickBooks is preferred but not required; training can be provided for the right candidate.
• Knowledge of project coordination techniques and event planning processes to facilitate seamless execution of company initiatives.
• Ability to handle sensitive information discreetly while maintaining high levels of confidentiality.
• Join us in this exciting role where your organizational talents will directly impact our company's success! We value proactive individuals who are eager to support our team through exceptional administrative service while growing their career in a vibrant workplace environment.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• HR / Admin / Exec Assistant: 2 years (Required)

Ability to Commute:

• Chouteau, OK 74337 (Required)

Work Location: In person