Administrative Assistant

Aston Carter • Appleton, WI • 6h ago

Administrative Specialist I

Job Description

The Administrative Specialist I position encompasses diverse roles, primarily focusing on purchasing and logistics, alongside customer service, all executed through administrative tasks with a high level of customer care and focus.

Responsibilities

Support the Purchasing Functions: Create and send vendor purchase orders for both projects and aftermarket business. Receive and record vendor order acknowledgements, follow up as needed. Create and distribute internal inventory orders. Create and send customer order acknowledgements. Assist with the resolution of supplier issues.

Support the Sales Functions: Create quotes for spare/wearing parts for simpler requests within defined parameters. Handle more customer calls when the sales group is traveling for increased customer visits.

Support the Finance Functions: Assist with entering supplier invoices into the voucher system. Assist with preparing customer invoices. Assist with physical inventory count 1-2 times per year. Assist with internal control audits, as needed.

Support the Logistics Functions: Accurately order and prepare all shipping documents for domestic and international shipments. Use an internal database to create transportation inquiries and orders. Receive and verify packing slips. Label incoming goods with appropriate identification for projects. Ensure project inventory is accurate. Prepare outgoing shipments to customers, including taking pictures of goods. Prepare shipping labels, delivery notes, and packing slips for outgoing shipments. Communicate with freight forwarders and coordinate changes with trucking companies as required. Notify customers of incoming shipment arrivals and verify product delivery to the customers. Ensure all packing slips, customs documents, and other shipping documents are processed correctly and saved in Autodesk VAULT. Communicate with Production/Sourcing and Project Managers regarding the status of orders.

Additional Tasks: Create and print inventory lists and bills of lading to the electronic filing system. Save photos in the electronic filing system. Assist with entering supplier invoices into the voucher system. Assist with physical inventory count 1-2 times per year. Assist with documentation/filing for the Finance/Logistics/Administrative group. Assist with travel requests, planning, and reservations as needed. Answer incoming office phone calls, sort mail, order supplies, reserve company vehicles as needed. Assist with light shipping and receiving duties and/or parcel shipments (UPS).

Essential Skills

Administrative support

Data entry

Microsoft Office proficiency

Quoting

Scanning

Filing

Documentation

Inventory management

Experience with QuickBooks

Logistics

Inventory administration

Microsoft Excel proficiency

Additional Skills & Qualifications

Associate degree or higher in related field

2-3 years of experience working in purchasing, logistics, or supply chain preferred

Experience in the finance field with QuickBooks

Accurate data entry and attention to detail

Organized with ability to maintain accurate document control

Ability to multitask in a fast-paced environment

Ability to work as part of a team yet be self-directed

Ability to perform tactfully among cross-functional departments

Professional management of a wide variety of tasks

Excellent communication skills

Excellent MS Office/O365 skills

Work Environment

We offer an excellent benefits package, modern workspace, and an engaged and supportive team environment. Our international experience is enhanced through collaboration with our other business units. Our office hours are weekdays from 7:30 am - 4:30 pm, with a relaxed dress code. Benefits include health, vision, dental, short term disability, long term disability, and life insurance, 401k with up to a 6% match, vacation and sick time, growth and development opportunities, tuition reimbursement, 10 paid holidays, summer hours, and flexibility with work/life balance.

Pay and Benefits

The pay range for this position is $45000.00 - $55000.00/yr.

Benefits include:- Health, Vision, Dental, Short Term Disability, Long Term Disability and Life Insurance- 401k including up to 6% match- Vacation and Sick Time- Growth and development opportunities- Tuition Reimbursement- 10 Paid Holidays- Summer Hours- Flexibility with Work/Life Balance- Relaxed Dress Code

Workplace Type

This is a fully onsite position in Appleton,WI.

Application Deadline

This position is anticipated to close on Jul 15, 2025.

About Aston Carter:

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® double diamond winner for both client and talent service.

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 (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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