420 Administrative Support jobs in South Lyon

Job Description

Job Summary:

The Administrative Support staff member provides comprehensive support to ensure the smooth and efficient operation of the Agency. This dynamic role is key in managing administrative tasks, maintaining effective communication, coordinating schedules, and ensuring that the daily operations of the organization run seamlessly. The ideal candidate is a proactive problem-solver, organized, and adaptable, with a strong attention to detail and the ability to manage multiple responsibilities in a fast-paced environment. This position is a part of team and assignments may vary based on programmatic need. All administrative team members will be cross trained on a variety of the projects that the administrative team is responsible for.

Key Responsibilities

Communication and Correspondence Management

• Answer phone calls, handle inquiries, and direct them to appropriate personnel.
• Manage company emails, including filtering, responding, and forwarding as needed.
• Draft and proofread correspondence, including letters, emails, memos, and reports.

• Prepare client communications, newsletters, and internal bulletins.

Document Preparation and Management

• Create, format, and finalize internal and external documents, presentations, and reports.
• Ensure timely distribution of meeting agendas, presentations, and follow-up action items.
• Archive company documents and confidential files, both physically and digitally, according to established protocols.

Event Planning and Coordination

• Assist with the planning and execution of company events, conferences, and employee engagements.
• Coordinate event logistics, including venue booking, catering, materials, and technology setup.
• Manage attendee registrations, event communication, and on-site support.
• Develop and distribute event-related materials, such as invitations, schedules, and feedback surveys.

Facilities Management and Office Operations Support

• Oversee the general condition and cleanliness of office spaces and implement improvements for office ergonomics, comfort, and productivity.
• Manage office maintenance, working closely with service providers to ensure that equipment and facilities are properly maintained.
• Ensure the office complies with health, safety, and environmental standards.

General Administrative Support

• Provide ad-hoc administrative assistance to departments, teams, and managers as needed.
• Manage office systems and ensure the smooth day-to-day functioning of operations.
• Assist in the preparation of budgets and financial reports for departments or projects.
• Maintain and update internal policies, procedures, and employee handbooks.
• Serve as the point of contact for clients, suppliers, and service providers.
• Schedule and coordinate vendor meetings and handle vendor contracts and communications.
• Manage invoices and track payments for services rendered.
• Build and maintain positive relationships with external stakeholders.

HR and Employee Support

• Assist HR with onboarding new hires, including preparing welcome packages, office equipment, and workstations.
• Coordinate employee training sessions, seminars, and workshops.
• Responsible for the credentialing process for staff training; notify staff when trainings are due, document and file training certificates accordingly.
• Run background checks and motor vehicle reports for staff members.
• Ensure staff training records are accurate and properly filed both electronically and hard copies.

Inventory and Office Supply Management

• Monitor and maintain office supply levels and place orders as necessary.
• Handle the receipt and distribution of office supplies, equipment, and materials.
• Liaise with vendors and suppliers to ensure the office is well-equipped at all times.
• Track office equipment maintenance schedules and resolve any issues with service providers.

Project Coordination and Process Improvement

• Assist in coordinating project timelines, deliverables, and resources for team leaders.
• Track project budgets and assist in ensuring they stay within allocated limits.
• Support process improvement initiatives and contribute ideas for enhancing office workflows.
• Identify areas of inefficiency or bottlenecks and propose solutions to management.

Record-Keeping, Data Entry, and Reporting

• Update and maintain employee, client, and vendor databases.
• Generate periodic reports based on organizational data, ensuring accuracy and completeness.
• Track project milestones and deadlines, reporting any issues to the project manager or team leads.
• Manage incoming and outgoing mail and shipments, including preparing documents for mailing.

Scheduling, Meetings, and Travel Coordination

• Coordinate and schedule meetings, conference calls, and video conferences for team members and leadership.
• Arrange and manage travel bookings, including flights, hotels, and transportation.
• Organize detailed itineraries and provide travel-related support for team members.
• Take detailed meeting minutes, distribute them, and track progress on assigned action items.

Qualifications and Skills:

Education

• High school diploma required; associate's or bachelor's degree in business, office administration, or a related field preferred.

Experience

• 2+ years of experience in an administrative, office support, or customer service role is preferred.
• Experience in managing office procedures, vendor relations, and event coordination is a plus.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with office management software (e.g., project management tools, CRM systems) is a plus.
• Comfortable with office equipment, such as printers, copiers, and conference call setups.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Exceptional verbal and written communication skills.
• Detail-oriented with a high degree of accuracy in data entry, scheduling, and document management.
• Excellent time management skills with the ability to prioritize in a fast-paced environment.

Soft Skills

• Ability to work independently and as part of a team.
• Strong customer service skills and a friendly, professional demeanor.
• Discretion in handling confidential and sensitive information.
• Adaptability to changing work conditions and evolving priorities.

Location US-MI-Southfield Job Category Corporate Services Position Type Regular Full Time Req ID 41682 Overview Being good neighbors – helping people, investing in our communities, and making the world a better place – is who we are at State Farm. It is at the core of how we operate and the reason for our success. Come join a #1 team and do some good! Responsibilities As a Fortune 50 company, we hire the best employees to serve our customers, making us a leader in the insurance and financial services industry. In 2024, the Leadership Council on Legal Diversity named State Farm a Top Performer and Compass Award Winner. Additionally, Fortune named State Farm one of the World’s Most Admired Companies. Our mission is to provide high quality legal services in a cost-effective manner and to act as strategic thinking partners for our client and customers. To succeed, we need self-starters who are agile, creative, collaborative, strategic, passionate, and communicative. Rachel S. Croke & Associates, insurance staff counsel for State Farm Insurance Companies, is seeking a Legal Administrative Support role to join the Southfield, MI Claim Litigation office. While every day can provide different experiences and opportunities, a typical day involves providing administrative assistance to Law Department colleagues including attorneys and leadership in a fast-paced civil litigation environment. The office allows for collaborative environments with access to team members for support. This is an excellent entry level opportunity in a legal environment and provides diversity of work and the opportunity for career development. The position is classified as a hybrid role, meaning that the work arrangement calls for hours in the office and virtually. Everyone in a hybrid role is required to spend time in the office. Work arrangements could change over time based on business needs. Hours for the position are Monday-Friday 8:30 AM-5:00 PM. LOCATION: 20750 Civic Center Drive Suite 400, Southfield, MI Responsibilities include, but are not limited to Provide administrative support and assistance to Law Department colleagues, including rotation reception duties New file intake Processing mail Processing Medical Records/Bills/Subpoena & Authorizations Generating Initial Pleadings and correspondence File/e-filing of pleadings Assisting with outstanding discovery requests and generating initial discovery request shells Closing Files Other tasks as assigned Qualifications Previous Experience Required Experience working in a legal and or/office environment preferred Strong customer service background Key Skills required Strong organizational skills, prioritizing, decision making, multitasking, time management, and proactivity Strong written and oral communication skills (attention to detail, accuracy of data entry) Willing to acquire, understand and effectively use new technologies Accurate typing skills Understanding of Filing/E-Filing Pleadings with the Court is a competitive advantage Knowledge of legal and medical terminology, local and state rules regarding pleadings and pre-trial matters, deadlines, and filing requirements is a competitive advantage Experience with medical records collection through subpoenas and/or authorizations is a competitive advantage Technology/software experience required Working knowledge of Microsoft Office Suite Working knowledge of a Case Management system Working knowledge of a Document Storage system Additional Details Applicants are required to be eligible to lawfully work in the U.S. immediately. State Farm will not sponsor applicants for U.S. work opportunities. Our Benefits Because work-life balance is a priority at State Farm, compensation is based on our standard 38:45-hour work week! Potential starting salary range: $47,100.93 - $52,000.00 Starting salary will be based on skills, background, and experience High end of the range limited to applicants with significant relevant experience Potential yearly incentive pay up to 9% of base salary At State Farm, we offer more than just a paycheck. Check out our suite of benefits designed to give you the flexibility you need to take care of you and your family! Get Paid! On top of our competitive pay, you are eligible for an annual raise and bonus. Stay Well! Focus on you and your family’s health with our robust health and wellbeing programs. State Farm pays most of your healthcare premium, and we offer multiple healthcare plan options, including a high deductible plan. All medical plans provide 100% coverage for in-network preventative care, AND you and your family have access to vision, dental, telemedicine, 24/7 mental health professionals, and much more! Develop and Grow! Take advantage of educational benefits like industry leading training programs, top-notch tuition assistance programs, employee resource groups, and mentoring. Plan Ahead! Plan for those big moments in life with benefits like fertility/IVF/adoption assistance, college coaching, national discount programs, interactive monthly financial workshops, free financial coaching, and more. You can also start a savings account or consider financing through our State Farm Federal Credit Union! Take a Little “You” Time! You will have access to our generous time off policies designed so you can plan around holidays, family events, volunteering, or just to take a relaxing day off. With the opportunity to initially earn up to 20 days annually plus parental leave, paid holidays, celebration day, life leave (40 hours/year), bereavement leave, and community service/education support days, there will be plenty of time for you! Give Back! We offer several ways to give back through our Matching Gift Program, Good Neighbor Grant Program, and the Employee Assistance Fund. Finish Strong! Plan for retirement using free financial advisors and a 401(k) plan with company contributions of up to 7% of your salary. Visit our State Farm Careers page for more information on our benefits, locations, and the hiring process of joining the State Farm team! PI

Desired
- Administrative experience in an office or professional environment
- Previous food manufacturing experience
- Experience in union environment- Maintain accurate and effective communications with necessary parties
- Ensure the accuracy of performed duties through internal audit processes
- Understand and effectively utilize department systems and/or programs
- Provide support to the team through assigned projects and day-to-day activities
- Assist with and provide back-up coverage to other administrative jobs as required for department effectiveness
- Maintain and update various databases, spreadsheets and reports while meeting deadlines; audit for errors
- Build and maintain working relationships with all levels of the organization, as necessary, to complete assigned tasks
- Participate in and actively support all plant initiatives
- Define, organize and prioritize tasks with minimal supervision
- Complete routine paperwork as required
- Protect confidential and sensitive information
- Must be able to perform the essential job functions of this position with or without reasonable accommodation
- Must be able to work around ingredients and/or finished products known to contain food allergens