Administrative Assistant

Location: Grand Rapids, MI

Position Overview

This position is responsible for supporting administrative functions within a fast-paced field office environment. The ideal candidate will manage incoming calls, mail, and office communications while supporting accounting and operational processes including Accounts Payable, Accounts Receivable, Job Cost Review, and Payroll review as needed.

Responsibilities

• Maintain an organized and professional workspace representative of company practices, processes, and standards

• Create new jobs in JD Edwards in a timely manner

• Organize and maintain up-to-date job files for Estimator and General Manager review

• Utilize JD Edwards and BCS systems to maintain vendor lists

• Ensure compliance with vendor requirements and documentation

• Perform monthly reconciliation of Accounts Payable statements

• Maintain customer files, including digital databases and physical filing systems

• Attend company-sponsored operational and safety training as required

• Manage front desk responsibilities including phones, visitors, and mail distribution

• Process Accounts Payable including sorting, matching, and scanning invoices and check requests

• Support Accounts Receivable by receiving customer payments and depositing funds into appropriate accounts

• Deliver excellent customer service while maintaining professionalism and confidentiality

• Work efficiently under time-sensitive deadlines

• Maintain strong attention to detail and safeguard confidential information and company records

Requirements

• Previous administrative or office management experience preferred

• Experience with Accounts Payable and Accounts Receivable processes

• Familiarity with JD Edwards or similar ERP/accounting software preferred

• Strong organizational and multitasking abilities

• Excellent verbal and written communication skills

• Strong customer service and problem-solving skills

• Ability to work independently in a fast-paced environment

• Proficiency with Microsoft Office Suite and general office systems

Compensation and Benefits

Our Client offers competitive compensation and a comprehensive benefits package including, but not limited to:

• 401(k) with company match

• Medical, dental, and vision insurance

• Disability and life insurance

• Employee Assistance Program (EAP)

• Paid holidays

• Paid time off (PTO)

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by employees and should not be construed as an exhaustive list of responsibilities, duties, or skills required of personnel so classified.