Administrative Assistant

DFM Solutions; Saline (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

DFM Solutions is seeking an Administrative Assistant to provide clerical and organizational support for daily operations in a mixed office and industrial environment in Saline, MI. You will assist managers and staff, coordinate activities, maintain records, and serve as a professional contact for visitors, customers, and vendors.

The role requires strong communication, organizational skills, and the ability to manage multiple tasks while maintaining confidentiality.

Qualifications

• High school diploma or equivalent required.
• Proficiency with common office applications (word processing, spreadsheets, email, calendars, presentations).
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Careful attention to detail and accuracy.
• Ability to prioritize assignments and manage multiple responsibilities.
• Professional, dependable, and courteous demeanor.
• Sound judgment and ability to maintain confidentiality.
• Ability to work independently and collaboratively as part of a team.

Responsibilities

• Answer, screen, and direct telephone calls, emails, and other correspondence.
• Greet visitors and provide courteous, professional assistance.
• Manage calendars, schedule appointments, and coordinate meetings.
• Prepare meeting agendas, materials, and minutes as needed.
• Draft, format, proofread, and distribute letters, reports, and presentations.
• Perform data entry and maintain accurate records.
• Organize filing systems, databases, and contact lists.
• Receive, sort, and distribute mail and packages.
• Order office supplies and monitor inventory.
• Coordinate meeting rooms, equipment, and refreshments.
• Assist with travel arrangements, expense reports, invoices, and routine financial documentation.
• Prepare regularly scheduled reports.
• Communicate with employees, customers, vendors, and outside organizations.
• Handle confidential information with discretion.
• Assist with special projects and other administrative duties.

Skills

Office software

Written & verbal communication

Organization & time management

Attention to detail

Prioritization & multitasking

Professional demeanor

Confidentiality & discretion

Teamwork & independence

Education

High school diploma or equivalent

Associate degree / administrative certification

Tools

Microsoft 365

Google Workspace

Databases & invoicing tools

Job description

ADMINISTRATIVE ASSISTANT

Position Summary

The Administrative Assistant provides clerical and organizational support to help maintain efficient daily operations. This position supports managers and employees, coordinates office activities, maintains accurate records, and serves as a professional point of contact for visitors, customers, vendors, and other stakeholders.

Essential Duties And Responsibilities

• Answer, screen, and direct telephone calls, emails, and other correspondence.
• Greet visitors and provide courteous, professional assistance.
• Manage calendars, schedule appointments, and coordinate meetings.
• Prepare meeting agendas, materials, and minutes as needed.
• Draft, format, proofread, and distribute letters, reports, presentations, and other documents.
• Perform data entry and maintain accurate electronic and physical records.
• Organize and maintain filing systems, databases, contact lists, and shared documents.
• Receive, sort, and distribute mail, packages, and deliveries.
• Order office supplies and monitor inventory.
• Coordinate meeting rooms, equipment, refreshments, and other logistical needs.
• Assist with travel arrangements, expense reports, invoices, and routine financial documentation.
• Collect information and help prepare regularly scheduled reports.
• Communicate and coordinate with employees, customers, vendors, and outside organizations.
• Handle confidential or sensitive information with appropriate discretion.
• Assist with special projects and other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, customer-service, or office experience preferred.
• Proficiency with common office applications, including word processing, spreadsheets, email, calendars, and presentation software.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Careful attention to detail and accuracy.
• Ability to prioritize assignments and manage multiple responsibilities.
• Professional, dependable, and courteous demeanor.
• Sound judgment and the ability to maintain confidentiality.
• Ability to work independently and collaboratively as part of a team.

Preferred Qualifications

• Associate degree, administrative certification, or related education.
• Experience with Microsoft 365, Google Workspace, or comparable business software.
• Experience maintaining databases, processing invoices, coordinating travel, or preparing reports.
• Previous experience supporting multiple managers, departments, or projects.

Work Environment

This position generally operates in both a professional office environment as well as an industrial construction environment and routinely uses computers, telephones, printers, scanners, and other standard office equipment. The employee may occasionally be required to lift or move office supplies and materials weighing up to 50 lbs.