Administrative Assistant

Robert Half - Baton Rouge, LA

Full-time - Entry Level

Baton Rouge, LA

Administrative and Support Services

About the position

Robert Half is seeking an Administrative Assistant for a client in Baton Rouge, Louisiana. This role primarily involves providing front desk, communication, and HR support, along with handling various administrative tasks such as document management, data entry, and customer/vendor coordination. This position is a short-term contract that may lead to full-time employment.

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

Requirements

• 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

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan