Finance Administrative Assistant in Kalamazoo, Michigan at Aldevra

Position Title: Finance Administrative Assistant

Reports to: Finance Manager

Location: Kalamazoo, MI

Employment Status: Full-Time

FLSA Status: Non-Exempt

Position Summary: Aldevra is looking for a detail-loving, numbers-friendly Finance Administrative Assistant to join our team in Kalamazoo. This role supports our Finance Department with invoices, payments, reconciliations, documentation, shared inboxes, and day-to-day office coordination.

We’re a fast-moving company with a lot going on, so this position is a great fit for someone who is organized, accurate, curious, and ready to jump in where needed. If you like solving problems, keeping things on track, learning new systems, and being part of a team that works hard and supports each other, this could be a great fit. We will provide training, but the right person will also connect with Aldevra’s core values of SOAR: Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven, and Relentless Pursuit of Quality.

Veterans and Military Spouses are encouraged to apply.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Support accounts payable and accounts receivable activities, including invoice processing, payment tracking, expense reimbursements, and related documentation.
• Reconcile bank and credit card statements and assist with maintaining accurate financial records.
• Prepare, organize, and submit required documentation through government portals, procurement systems, and customer-required platforms.
• Assist with audits, financial reviews, reports, and other documentation requests.
• Manage shared email inboxes and coordinate timely communication with vendors, customers, and internal team members.
• Provide general office support, including answering phones, greeting visitors, handling mail and courier services, and maintaining a professional office environment.
• Assist with order tracking, proof of delivery documentation, and contract-related administrative support.
• Participate in meetings by tracking action items, documenting follow-ups, and supporting project coordination.
• Support the Finance Manager with special projects and all other assigned duties.

About Us

Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling foodservice equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top foodservice equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base. Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it's equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.

Recent accolades include:

• Foodservice Equipment & Supplies magazine 2026 Distribution Giants list
• Foodservice Equipment Reports 2025 Top Dealer
• VETS Indexes 5-Star Employer for 2026 Employer Awards
• RATIONAL 2025 Premium Partner Award
• Great Place to Work®
• 2026 Military Friendly® Employer Gold designation
• 2025 HIRE Vets Medallion Award
• ENERGY STAR® Partner
• Department of Defense Military Spouse Employment Partnership Small Business Partner
• Army Partnership for Your Success (PaYS) Partner #911

More information is available at aldevra.com.

Mental and Physical Requirements

This position is primarily performed in a professional office environment and requires regular use of a computer, phone, email, and office equipment.

The employee must be able to:

• Communicate clearly and professionally by phone, email, and in person.
• Read, review, organize, and enter information accurately.
• Maintain attention to detail while managing multiple priorities and deadlines.
• Sit or stand for extended periods while performing computer-based work.
• Occasionally move around the office, retrieve files, handle mail, and interact with visitors or team members.
• Occasionally lift or carry office supplies, files, or packages up to 25 pounds.
• Use standard office equipment, including a computer, phone, printer, scanner, and copier.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Qualifications:

• At least 1 year of office, administrative, accounting support, or related work experience.
• Strong attention to detail and accurate data entry skills.
• Valid Real-ID driver's license
• QuickBooks and NetSuite experience preferred
• Professional verbal communication skills and telephone manner.
• Clear and accurate written communication skills.
• Proficiency with Microsoft Office, online calendars, cloud-based systems, and Windows operating systems.
• Ability to manage multiple priorities while maintaining accuracy and quality.
• Customer-focused and team-oriented work ethic.
• Ability to pass required background screening.

This position requires passing an extensive background check.

We offer you a generous benefits package including:

• Medical, Dental and Vision
• Short Term and Long-Term Disability
• Life Insurance
• Paid Time Off
• Employee 401(k) with company match
• Professional Team Environment
• Competitive Compensation

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, disability status, protected veteran status, or any other characteristic protected by law.