Administrative Assistant Job at Robert Half in Baton Rouge

Robert have is seeking an Administrative Assistant for our client in Baton Rouge, Louisiana. This role primarily involves providing front desk, communication, and HR support, as well as handling administrative tasks, document management, data entry, and customer/vendor coordination. This is a short-term contract to full time employment opportunity.

Responsibilities:

• Greet visitors, manage incoming calls, and direct them to the appropriate staff members

• Oversee the department's email communications, responding to routine inquiries and forwarding messages as necessary

• Assist applicants with initial queries and forms and direct them to HR for further processes

• Support HR by maintaining employee files and assisting with onboarding materials

• Provide general administrative support to the team

• Maintain a well-organized filing system for invoices, statements, tax documents, and employee records, both digital and physical

• Ensure records are current, accessible, and well-organized through document scanning

• Enter and update client and vendor information in accounting systems as required

• Regularly communicate with customers and vendors to address inquiries, resolve invoice issues, etc.

• Review customer applications and vendor documents for completeness, including managing Certificates of Insurance (COIs) and W-9s for 1099 processing

• Track COI expiration dates and follow up with vendors or clients to ensure timely renewals

• Order and manage office and batch house supplies

• Sort and distribute incoming mail, including invoices, financial documents, and customer or vendor correspondence

• Prepare and send outgoing mail, such as invoices, checks, and client communications

• Proven experience with answering inbound calls is essential

• Strong customer service skills are required

• Must have prior experience with data entry

• Proficient in email correspondence

• Experience with both inbound and outbound calls is necessary

• Demonstrated proficiency in Microsoft Excel is a must

• Familiarity with Microsoft Outlook is required

• Proficiency in Microsoft PowerPoint is necessary

• Must have experience with Microsoft Word

• Ability to schedule appointments effectively is required

Robert Half puts you in the best position to succeed by advocating on your behalf and promoting you to employers. Apply with us today!