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Description

We are looking for a highly organized and detail-oriented Administrative Assistant to join our team in Kalamazoo, Michigan. In this Contract-to-permanent role, you will play a key part in ensuring smooth administrative/invoicing operations and providing excellent support to both internal teams and external customers. If you have a positive attitude, strong communication skills, and enjoy multitasking in a dynamic environment, we encourage you to apply. 100% onsite, M-F, 8am-5pm

Responsibilities:

• Create and manage invoices while preparing accurate shipping labels for outgoing orders.

• Process daily invoice closings, handle payment transactions, and ensure timely reconciliation.

• Answer incoming calls professionally and route them to the appropriate departments.

• Validate and post financial transactions, including checks, wires, and credit card payments, to customer accounts.

• Scan and organize invoices and picking sheets into the server directory by year, invoice number, and sales order number.

• Monitor accounts receivable reports, resolve outstanding items, and follow up with customers on overdue payments.

• Conduct follow-ups on failed credit card transactions and customer invoice requests.

• Prepare and send monthly customer statements and provide back-order reports to the sales team.

• Order office and shop supplies, including essential items such as coffee and toilet paper.

• Perform other administrative tasks and duties as assigned to support office operations.

Requirements • Minimum of 2 years of experience in administrative roles, preferably within a high-volume environment.

• Strong proficiency with Microsoft Office Suite and experience using Sage 100 or similar systems.

• Excellent verbal and written communication skills to interact effectively with customers and team members.

• Strong organizational skills with the ability to prioritize tasks and adapt quickly to changing needs.

• Keen attention to detail to ensure accuracy in invoicing and financial transactions.

• Positive and customer-focused attitude when dealing with both internal and external stakeholders.

• Ability to work independently while also collaborating effectively with team members.

• Willingness to learn and take on new challenges as part of a dynamic team. TalentMatch®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

• 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .