Administrative Specialist

Position Administrative Specialist Summary The Administrative Specialist provides comprehensive administrative, operational, and recordkeeping support for the Detroit office. Supports HR, Finance, Facilities, IT, and executive-level needs to ensure efficient office operations. Assists with documentation and processes to support compliance with Michigan labor laws, EEO posting and recordkeeping, and GAAP-consistent financial recordkeeping. This role is supportive in nature and does not carry final legal, regulatory, payroll, or GAAP decision-making authority. The company is looking for a bright, driven individual to join the team to directly work alongside the Vice President at the new Detroit office. Given that the company is newly established, this role will include administrative, personnel and talent management coordination, accounting, and corporate communication elements in the scope of work. As such, the future personal growth possibilities are wide open. Essential Duties Manage calendars, schedule meetings and conference rooms, and coordinate travel arrangements and itineraries. Serve as a primary point of contact for phone, email, and in-person inquiries; handle visitor reception and office communications. Prepare, proofread, format, and maintain business documents, presentations, reports, and correspondence. Maintain and organize physical and electronic filing systems; ensure confidentiality of sensitive information. Perform data entry and maintain databases; generate routine reports and metrics for management. Coordinate office supplies, equipment maintenance, shipping/receiving, and vendor relationships. Support onboarding and orientation for new hires; prepare workstations and required materials. Provide basic first-line IT troubleshooting for common issues (printer, network connectivity, software login) and escalate to IT team when needed. Process and track financial documents, such as invoices, expense reports, and purchase orders, ensuring compliance with internal policies. Serve as the primary administrator for key databases, responsible for accurate data entry, regular updates, and generating reports. Support recordkeeping and documentation to help ensure compliance with Michigan wage & hour laws, EEO posting requirements, and GAAP recordkeeping; escalates legal or policy questions to HR/Legal/Finance. Manage the procurement and inventory of office supplies and equipment, including vendor communication and budget tracking. Develop and maintain standardized filing systems, both digital and physical, to ensure efficient document retrieval and organization. Handle the preparation and distribution of company-wide communications, including memos, newsletters, and meeting minutes. Provide logistical support for special projects and events, coordinating resources and timelines to meet objectives. Provide support for payroll, personnel databases and other duties. Identify opportunities to streamline administrative processes and implement improvements. Not only is an Administrative Assistant well rewarded, but also has an invaluable chance to develop technical, interpersonal, and business skills, from the close involvement in the executive level agendas and international connection each week. Working Hours Monday–Friday, 8:00 AM–5:00 PM (May require occasional evening/weekend work). (Hybrid options may be considered.) Working Location Farmington Hills, MI Hybrid work schedule — 1 day working from home and 4 days working from the office each week Salary/Benefit 50k-70k Holidays Saturday, Sunday, Holiday Qualifications You will need to love variety, be able to work independently, communicate well with others, and be organized. At least 3 years of administrative experience, preferably in a professional services environment. Familiarity with HR/finance processes (expense reports, invoice tracking) and basic understanding of GAAP concepts for recordkeeping purposes. Knowledge of Michigan labor law basics (wage and hour, overtime, posting and recordkeeping requirements) and EEO principles — or willingness to partner closely with HR/Legal for compliance. Skills Strong interpersonal skills Active listening and good communication skills Proactive approach to problem‑solving Ability to multitask Strong time‑management and organization skills Outgoing, bright, quick, and flexible personality. Technical Skills Competent in using Windows and/or Apple OSX computers for daily tasks Familiarity with iOS or Android smartphone apps Word, Excel, PowerPoint (MS Office application experience) Understanding Business Flow and ERP (SAGE 300) #J-18808-Ljbffr