Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to join a team in Baton Rouge, Louisiana in a contract capacity with the potential for a permanent role. This position supports daily office operations by welcoming visitors, coordinating communication, maintaining organized records, and assisting with a wide range of clerical tasks. The ideal candidate is detail-oriented, comfortable handling documentation and correspondence, and able to work effectively with employees, customers, and vendors.

Responsibilities:

• Welcome applicants and visitors at the front desk, provide basic guidance, and connect them with the appropriate HR contact for next steps.

• Assist with onboarding coordination by preparing materials and keeping employee documentation accurate, current, and well organized.

• Provide day-to-day administrative support across the office, including scheduling, correspondence, and general clerical assistance.

• Organize and maintain both paper and electronic files for invoices, statements, tax records, and personnel documents, including scanning and indexing records for easy retrieval.

• Enter and update customer and vendor details in company systems while ensuring information is complete and accurate.

• Communicate with customers and vendors to respond to questions, resolve billing concerns, and obtain required documents such as W-9s and Certificates of Insurance.

• Monitor document expiration timelines and follow up with external contacts to secure renewals before deadlines are missed.

• Manage office and operational supply inventory by tracking needs and placing orders in a timely manner.

• Sort, distribute, prepare, and send incoming and outgoing mail, including invoices, checks, financial paperwork, and business correspondence.