Administrative Clerk

Aston Carter • Collegeville, PA • 2d ago

Job Title: Administrative ClerkJob Description

The primary responsibility of the Administrative Clerk is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. This role involves working closely with Production to maintain an accurate work-in-progress board and audit daily documentation for all job files. Additionally, the Administrative Clerk will review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Responsibilities

Monitor job file status to ensure accuracy in all job file documentation daily.

Communicate daily with Production crews to ensure all required documentation is captured on site at the point of task.

Create and review estimates based on scope and photos from the Production crew.

Maintain an accurate Work in Progress board for all active leads and projects.

Monitor and ensure all client requirements are followed.

Maintain internal and external communications with all stakeholders.

Review timestamps and other data points to reflect accurate reporting and key performance metrics.

Complete and review job file documentation for final upload and audit process.

Perform internal audit of all projects to ensure estimates capture all work performed.

Perform all job close-out activities, including coordination with the accounting team to ensure proper invoicing.

Assist other departments as needed.

Essential Skills

High school diploma or GED required.

Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills.

Proficiency in using various digital tools and technologies such as Work Center, Dash, Xactanalysis/Xactimate, and DocuSketch.

Reliable and flexible with availability for on-call and overtime work.

3+ years of experience in customer service maintaining internal and external communication.

3+ years of experience maintaining accurate work orders.

3+ years of maintaining accurate job file documentation.

Additional Skills & Qualifications

Previous office or estimating experience preferred.

Experience in the restoration, construction, or insurance industry is a plus.

Work Environment

The role requires working five days on-site in Collegeville, PA, reporting to the Office Manager, and collaborating with one other job file clerk.

Pay and Benefits

The pay range for this position is $22.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - 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)

Workplace Type

This is a fully onsite position in Collegeville,PA.

Application Deadline

This position is anticipated to close on Aug 13, 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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