Overview
Join our dynamic team as an Administrative Assistant, where your organizational skills and proactive attitude will keep our office running smoothly and efficiently. This full-time position offers weekly pay and provides an engaging environment for those who thrive on multitasking, customer service, and office management. You will be the backbone of daily operations, ensuring seamless communication, accurate record-keeping, and exceptional support to our staff and clients alike. If you’re energetic, detail-oriented, and eager to grow your administrative expertise, this role is perfect for you!
Job Summary
The Front Office Administrative Assistant is responsible for ensuring the efficient day-to-day operation of the office by coordinating a variety of administrative, accounting, human resources, and customer service functions. This position plays an important role in supporting the success of the company by providing exceptional customer service, maintaining accurate records, and assisting with financial and personnel administration.
Key Responsibilities
Customer Service & Office Administration
- Professionally communicate with customers, employees, vendors, and visitors by phone, email, and in person.
- Answer incoming phone calls, direct calls to the appropriate personnel, and take accurate messages.
- Welcome visitors, determine the purpose of their visit, and provide assistance or direct them appropriately.
- Receive, sort, distribute, and prepare incoming and outgoing mail and correspondence.
- Order and maintain office supplies and assist with general office organization, cleaning and laundry.
- Provide administrative support to management and other departments as needed.
- Draft, edit and organize professional correspondence, invoices and purchase orders.
- Manage business office calendars, schedule interviews and coordinate staff meetings.
- Coordinate with warehouse/delivery staff to ensure supply orders are properly fulfilled and delivered.
- Maintain digital and physical filing systems.
Accounting & Financial Administration
- Prepare and process invoices, receipts, credit card statements, and other financial documents.
- Record customer payments and maintain accurate accounts receivable records.
- Review purchase orders, invoices, and related documents to ensure accuracy.
- Resolve discrepancies in accounting records and financial transactions.
- Use accounting software to enter, maintain, and analyze financial information.
- Track and maintain accurate inventory levels of cleaning chemicals, paper products and janitorial equipment at the office and at janitorial closets in our accounts.
- Maintain Safety Data documentation at our accounts.
- Train cleaners on Material Safety Data information and product ordering.
- Maintain accurate records of accounts payable and receivable.
- Assist with preparing financial, accounting, and operational reports, including cash receipts, expenditures, and profit and loss information.
- Conduct audits of inventory at the facility and at our accounts.
- Perform routine inspections and monthly compliance reviews of supply closets at accounts.
- Be available for occasional evening or flexible scheduling support for account launches, inspections special projects or operational needs.
- Assist with budget preparation and periodic reporting by comparing budgeted and actual costs.
Human Resources & Payroll Support
- Process new hire paperwork and maintain employee personnel records.
- Enter and update employee information in the payroll system.
- Assist in processing payroll, including wages, deductions, and earnings statements, using payroll software.
- Review timesheets and payroll information to identify and resolve discrepancies.
- Maintain and oversee employee attendance records, including vacation, sick leave, and other absences.
- Update employee records to reflect transfers, exemptions, status changes, disciplinary actions, and separations.
Pay: $19.00 - $23.00 per hour
Benefits:
- Dental insurance
- Life insurance
- Vision insurance
Application Question(s):
- Are you able to pass a background check and drug test (excluding marijuana)?
Experience:
- HR, administrative, office management (or related education): 1 year (Required)
Shift availability:
Ability to Commute:
- Traverse City, MI 49686 (Required)
Work Location: In person
