Administrative Assistant

Canteen Services•Coldwater, MI

5d•Onsite

About The Position

The Administrative Assistant provides administrative support to all departments under the direction of the Office Manager. The role maintains company records, assists with accounting functions and contract administration, coordinates company assets, and helps ensure company policies and procedures are followed. The position supports the Accounting and Administration team and contributes to accurate, efficient administrative processes and the company’s operational goals.

Requirements

High school diploma or GED required.
Strong organizational skills and exceptional attention to detail.
Proficiency with Microsoft Office, including Excel, Word, PowerPoint, and Publisher.
QuickBooks experience required.
Experience operating standard office equipment.
General knowledge of office procedures and administrative practices.
Excellent communication and interpersonal skills.
Ability to prioritize tasks, follow instructions, and work independently while contributing to a team environment.

Nice To Haves

Basic understanding of accounting and human resources functions.

Responsibilities

Provide administrative support to multiple departments.
Maintain accurate administrative records and company documentation.
Assist with W-9 collection and recordkeeping.
Manage Insurance Liability Certificates.
Maintain company vehicle records and documentation.
Track and renew business licenses.
Assist with customer contracts, including renewals, amendments, addendums, and new business documentation.
Coordinate company purchasing cards (P-Cards), including ordering, cancellations, and updates.
Manage company fuel cards, employee PIN assignments, and account maintenance.
Maintain company cell phone records and update vendor portals to accurately track assigned company assets.
Assist with company insurance administration, including reporting policy changes, filing claims, and following up on claim status.
Assist with employee benefit administration by helping maintain accurate benefit premium records.
Support the Accounting Department through data entry of accounts payable, customer billing, and bank deposits.
Assist in preparing and submitting business proposals and responses to bid opportunities.
Promote a positive, professional workplace that supports company goals and long-term success.
Cross-train to provide backup support for other office personnel when needed.
Assist with special projects and company initiatives.
Perform additional administrative duties as assigned by the Office Manager or management team.