Administrative Assistant Job at Robert Half in Muskegon

We are offering a contract for a position as an Administrative Assistant in Muskegon, Michigan. In this role, you will be the first point of contact for our customers and the administrative support for our team, ensuring smooth office operations. This role starts ASAP, is 100% onsite, and is part-time. You can choose which days you work but they must be the same days each week to hit 27-30 hours (30 hours is the maximum). You must be reliable and attend your shifts as agreed to for the 27-30 hours a week. This role duration is expected to be through January 2025.

Responsibilities:

• Answer inbound calls and direct them appropriately within the organization

• Provide excellent customer service to our clients and visitors

• Manage data entry tasks with a high level of accuracy

• Handle email correspondence professionally and efficiently

• Serve as the primary contact for our engineering and design departments

• Utilize QuickBooks for cost accounting and Excel for numerical entries

• Ensure accurate records are kept in both the manual "Job" book and QuickBooks

• Prepare weekly shippers invoices and journals, sending them to the relevant team members

• Monitor customer accounts and take necessary action

• Assist with basic bookkeeping tasks and manage up to 12 invoices per week

• Communicate effectively with the engineering and owner regarding the status of jobs.

• Ability to answer inbound calls efficiently and professionally
• Strong customer service skills with a focus on satisfaction and resolution
• Proficiency in data entry with high attention to detail and accuracy
• Excellent email correspondence skills, ensuring clear and effective communication
• Experience with both inbound and outbound calls, managing high volumes of calls
• Advanced knowledge of Microsoft Excel for data analysis and report generation
• Proficiency in Microsoft Outlook for email management, calendar scheduling, and task organization
• Skilled in creating and editing presentations using Microsoft PowerPoint
• Proficiency in Microsoft Word for creating, editing, and formatting documents
• Experience in scheduling appointments, managing calendars, and coordinating meetings.