Admin Specialist

Axios Professional Recruitment is partnered with a comprehensive pump service, repair and engineering client in Comstock Park, who is actively looking to hire qualified individuals for an Administrative Specialist.

Administrative Specialist Benefits:

· $18-20/hour

· Medical, Dental and Vision Insurance

· Paid Time Off

· Paid Holidays

· Monday – Friday 8:00am – 4:30am

· 1-hour lunch

Administrative Specialist Responsibilities:

· RECEPTIONIST DUTIES:

o First on phones and first to greet visitors.

· ACCOUNTS RECEIVABLE DUTIES:

o General A/R contact for customers who need invoice copies, tracking / delivery information, or other documentation to ensure prompt payment of invoices.

o Attach correct packing slip with customer paperwork.

o Create customer invoices adding freight charges, tracking information, and built in A/R signature.

o Print invoices, scan invoices, attach to correct packet.

o Name scanned invoices and email to appropriate address listed on invoice.

o Follow instructions on ESD Invoices by removing from any required list or sending for prints.

o File open invoice packets for pending payment.

o File closed invoice packets based on ESD/Distribution packet upon payment received.

o Change ESD jobs from complete to closed, via written procedure before filing.

o Enter specific Customers invoices online.

· ACCOUNTS PAYABLE DUTIES:

o General A/P contact for vendors who need assistance with payment status.

· Vendor Statements:

o Compare vendor statements to aging reports for accuracy.

o Contact vendors to request any missing invoices.

· Voucher Processing:

o Match all incoming invoices from vendors with the corresponding packing slip and purchase order.

o Verify that all information matches as to what was ordered and the purchase price.

o Enter vouchers and code with appropriate pay date based on terms & general ledger code.

o Check Generation (10th & 25th):

§ Run cash requirement reports and verify payment information is accurate.

§ Let A/R know check run is ready.

§ Once checks are printed sort checks & invoices, staple stubs to invoices, stuff in envelopes, add stamps, and file vouchers appropriately.

· COLLECTIONS DUTIES:

o Follow up on past due invoices that are over agreed upon terms.

o Reconcile any issues so payment is received.

o Update invoice with notes after each contact.

o Review notes / concerns with manager for problem accounts.

· CUSTOMER MAINTENANCE DUTIES:

o Coordinate appropriate documentation for new customer set-up and credit check procedures.

o Maintain current customer database as necessary.

· VENDOR MAINTENANCE DUTIES:

o Coordinate appropriate documentation to establish open accounts with new vendors.

o Maintain current vendor database as necessary.

o Coordinate and update terms for all Vendors as needed.

· CUSTOMER SERVICE:

o Take all incoming customer calls/emails and faxes and transfer to the appropriate department.

· INVENTORY CONTROL DUTIES:

o Calculate inventory turns and maintain appropriate inventory levels of specified items.

o Set up new item numbers as needed.

· VARIOUS OTHER ADMINISTRATIVE DUTIES:

o Provide support to managers and office personnel as required, special projects, filing, general office duties and administrative tasks as needed and requested.

o Assist with event planning / coordinator of meals for meetings and special events, trade shows, seminars, etc. as needed.

o Year-end: Organize filing system – place old files in banker boxes and label files for the new year and assist with inventory.

o Other duties as assigned.

Administrative Specialist Qualifications:

· 3 years of administrative experience

· 1 year of bookkeeping experience

· Ability to be speak and write professionally

· Ability to type a minimum 50 wpm

Axios Professional Recruitment - an entirely employee-owned company - is the largest independent employer in West Michigan. Our mission is to match people with meaningful, long-lasting, and enjoyable careers, not just a job. Since 1988, we've helped match over 300,000 people just like you with top employers across West Michigan.

Good luck, we look forward to reviewing your application!

- Your friends at Axios Professional Recruitment

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Experience:

• Administrative experience: 3 years (Preferred)

Work Location: One location