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About the Role
The Administrative Assistant provides essential support to office operations by organizing documents, handling data entry, managing communications, and assisting with administrative projects. This role ensures that files, records, and communications are accurate, accessible, and handled in a timely and professional manner, contributing to smooth day-to-day business operations.
Responsibilities
- Organize and maintain paper and digital filing systems.
- Scan invoices, receipts, bills, and other records into the shared drive.
- Support the accounting function by emailing scanned documents to the outside accounting firm.
- Answer and route incoming phone calls and manage the general email inbox.
- Sort incoming mail and deliveries and prepare and send outgoing mail and packages.
- Perform data entry by entering customer orders and updating customer and vendor records.
- Track shipping and receiving paperwork to maintain complete and organized records.
- Monitor office supply levels and place orders as needed.
- Maintain a tidy and organized front office and shared work areas.
- Support the CEO with scheduling, spreadsheets, and special administrative projects.
Requirements
- Entry-level experience, typically 0 to 1 year, in an office, administrative, or customer service role.
- Comfort working with scanners, shared drives, and email systems.
- Discretion and confidentiality when handling financial and customer information.
Skills
- Customer service skills with a professional phone and email manner.
- Administrative support experience or aptitude.
- Accurate data entry skills, including Excel or Google Sheets data entry.
- Proficiency with Microsoft Outlook or similar email tools.
- Strong filing and document organization skills for both paper and digital records.
- Ability to answer, route, and manage phone calls.
- Organized work style with consistent follow-through and attention to detail.
- Basic Excel or Google Sheets skills.
- QuickBooks experience is a plus.
- Ability to support scheduling and special projects for leadership.
- Strong interpersonal skills and the ability to work collaboratively.
Location
- Bohemia, NY
Work Type
- Contract to Hire
- Onsite
Experience Level
- 0-1 year
Salary/Compensations
- $20.00 - $23.00/hr
Benefits
- Medical
- dental & vision
- Critical Illness
- Accident
- Hospital
- 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
About the Company
- Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe.
- Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies.
- We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence.
- With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500.
- We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
Equal Opportunity
- The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
- If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
- San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
- Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment.
- Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.