Administrative Specialist

JobDiva, Inc.; Grand Rapids (MI); On-site; USD 30,000 - 33,000; Full time

Job summary

Primary Talent Partners has a 5 month contract opening for an Administrative Specialist in Grand Rapids, MI. This onsite role is a full-time schedule, Monday through Friday, from 7:30 AM to 4:00 PM, with a W-2 employment type.

The position pays $22.00 to $24.00 per hour, with potential extensions and a conversion-to-hire path. Requires 2–5 years of admin experience and proficiency in MS Office. Equal opportunity employer and onsite work only.

Qualifications

• 2-5 years of relevant experience as an Administrative Assistant / Specialist.
• Proficient in MS Office and basic office software.
• Punctual and reliable as a key requirement.

Responsibilities

• Answer phone calls and direct callers to the correct department.
• Process invoices and payments; track cash and banking tasks.
• Create and manage purchase orders (POs) in systems; monitor payment status.
• Coordinate with HSE/Enablon for inspections and documentation.
• Prepare monthly internal reports and payroll-related entries.
• Assist with training setups, office supply orders, and miscellaneous projects.

Skills

MS Office Suite

Punctuality

Organizational Skills

Administrative experience

Education

High school diploma

College degree preferred

Job description

Primary Talent Partners has a 5 month contract opening for an Administrative Specialist to join a motors and generators manufacturing company for an onsite position operating out of Grand Rapids, MI.

Pay: $22.00/hr - $24.00/hr

Contract: 5 months, extensions likely, conversion likely (contract to hire intended)

Type: W-2, cannot support C2C or provide visa sponsorship

Schedule: This is a Monday–Friday, onsite position with hours of 7:30 AM–4:00 PM.

Admin Duties

• Answering phone calls: Direct callers to the correct department, help collect payments and answer any questions that customers or vendors may have.
• OTC reports/banking: Every morning count cash drawer, collect parts invoices and service invoices. Run morning OTC reports and complete bank runs whenever there is cash.
• Ariba / creating PO’s: Maintain and create PO’s. Receive invoices once uploaded. Keep an eye on payment status as vendors usually ask when they should expect to receive payment
• HSE / Enablon: complete the monthly inspections and upload paperwork to the SharePoint site as well as marking them complete in Enablon
• Cash aging: Go through the report and see if you can collect any payments. Follow up with Field Supers., Parts or Service Supers as to why payment hasn’t been collected. Enter in any notes into teams. For PM’s enter in notes under the aging diary comments tab under customer account.
• BPTS (foundation) – research invoices and PO’s in BMS to code invoices for payment.
• Internals: Create monthly work internals for both parts and labor. Send to managers, supervisors and admins 2nd to last week of the month. Last week of the month send out to parts guys and techs. Close out last months internals.
• Service Counter: Help answer phones, collect payment or write up a new customer at service counter when needed
• Daily scanning: Scan all parts and service invoicesto the common drive then loading them to the sharepoint website
• EEEC planning: Coordinate with outside vendors or EEEC leaders to organize and plan EEEC events. Each quarter should have 1-2 events. Keep track of shipping details and communicate with organizers.
• Branch Events: Help Plan and coordinate food, Set up and tear down, Run to the store for any supplies, ex: ice, water, utensils…
• Set up / schedule training for Crane and CPR/First Aid when it comes to for renewal.
• Maintain & order office supplies
• Help managers and supervisors with random projects or anything they need help with
• Timecards and submit payroll – enter in PTO, NWA, ETC. daily, fix any UP time for techs and every Monday review and submit payroll for management approval
• Bulletin on TV monitors
• Month End Tasks
• Maintain & order coffee supplies as needed: Collect coffee inventory for when the guy arrives to help ensure we are getting what we need

Required Qualifications:

• College degree preferred though not required; high school diploma required.
• 2-5 years of relevant experience as an Administrative Assistant / Specialist
• Experience with MS Office Suite
• Punctual and Reliable (most important)
• Strong Organizational Skills

Primary Talent Partners is an Equal Opportunity / Affirmitive Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity, or any other factor protected by applicable federal, state, or local laws.

If you are a person with a disability needing assistance with the application or at any point in the hiring process, please contact us at [e-mail]