Administrative Assistant

Aston Carter • Allendale, NJ • 2d ago

Job Title: Administrative Assistant

Job Description

The Administrative Assistant is responsible for providing comprehensive administrative services to the company, supporting the Management Team effectively. The role involves performing various office functions while maintaining the confidentiality of customer, vendor, and staff information.

Responsibilities

Maintain confidentiality in all aspects of customer, vendor, and staff information.

Answer phones, take messages, and direct all incoming calls to the appropriate party promptly and efficiently.

Handle incoming and outgoing electronic communications on behalf of management and the company.

Open, sort, and distribute incoming correspondence, including faxes, mail, and emails.

Compile, copy, scan, sort, and file records of office activities, business transactions, production activities, purchase orders, and other activities.

Process customer orders and release requests from receipts to entry into the Enterprise Resource Planning (ERP) system.

Manage the shipping schedule and generate shipping documents to facilitate its review and arrange shipments using the correct methods.

Complete and mail bills, invoices, checks, or any other documentation as needed.

Greet visitors, determine the purpose of their visit, and provide access as appropriate.

Operate office machines, such as photocopiers, scanners, faxes, voice mail systems, and computers.

Maintain and update filing, mailing, and database systems, either manually or using a computer.

Monitor office supplies inventory and order supplies as needed.

Prepare responses to correspondence containing routine inquiries as required.

Communicate with customers and other individuals to answer questions, disseminate or explain information, and communicate other feedback.

Perform any other duties as assigned by the supervisor.

Essential Skills

Strong administrative assistance and support skills.

Proficiency in Microsoft Office.

Excellent customer service skills.

Front desk management skills.

Additional Skills & Qualifications

Knowledge of standard office administrative practices and procedures.

Excellent organizational skills and attention to detail.

Excellent verbal and written communication skills.

Ability to interact with staff at all levels in a fast-paced environment.

Ability to problem-solve quickly and prioritize daily tasks according to their importance.

High school diploma or equivalent.

Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.

At least 3 years of experience providing support at the executive level is preferred.

Ability to work independently with little or no supervision.

Work Environment

The position is fully onsite with working hours from Monday to Friday, 8 AM to 4:30 PM. The role occasionally involves working near moving mechanical parts and exposure to wet and/or humid conditions, ambient air, fumes, or airborne particles. The company offers a dynamic environment with opportunities for career development, having recently moved to a brand new facility in Allendale, NJ.

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call.

Job Type & Location

This is a Contract to Hire position based out of Allendale, NJ.

Pay and Benefits

The pay range for this position is $19.00 - $20.00/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 Allendale,NJ.

Application Deadline

This position is anticipated to close on Jan 16, 2026.

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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