Job Title: Administrative Assistant
Job Description
This role supports a busy office in a fast-paced environment, handling the full cycle of customer invoicing and basic accounts payable using QuickBooks while providing general administrative and front-office support. The Administrative Assistant manages high volumes of data with accuracy, maintains organized financial and administrative records, and ensures professional communication with customers, vendors, and internal team members.
Responsibilities
Generate and email professional, accurate invoices to customers in a timely manner.
Export invoices into QuickBooks and maintain a well-organized digital ledger of financial transactions.
Enter all incoming bills and credit card transactions precisely to keep financial records current and accurate.
Manage the check-cutting and disbursement process in QuickBooks for vendor payments and operational expenses.
Provide general office administrative support while balancing financial tasks and shifting priorities throughout the day.
Offer customer service and front-office support with a friendly, professional demeanor.
Prepare and edit documents such as correspondence, reports, spreadsheets, and forms.
Manage calendars and scheduling for meetings, appointments, and team coordination.
Organize and manage email communications, including inbox organization and drafting messages.
Perform data entry and recordkeeping with strong attention to detail and accuracy.
Use office software tools such as Outlook, Excel, Word, Teams, and SharePoint to support daily operations.
Handle requests and resolve issues with a problem-solving and resourceful approach.
Maintain confidentiality and professionalism when managing sensitive information.
Essential Skills
Proven experience using QuickBooks (Online or Desktop), specifically in invoicing and bill pay modules.
Demonstrated ability to work effectively in a fast-paced environment while managing multiple deadlines.
Strong attention to detail and accuracy in data entry, billing, and recordkeeping.
Proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.
Experience with customer billing, transaction entry, and disbursements.
Strong written and verbal communication skills for professional interaction with customers and vendors.
Dependable daily attendance and consistent, reliable work output.
Ability to multitask and prioritize tasks in a dynamic administrative setting.
Professionalism and discretion when handling confidential or sensitive information.
Additional Skills & Qualifications
Experience with QuickBooks exports and maintaining organized digital ledgers.
administrative assistance, clerical support, or executive administrative support.
Experience with calendar and scheduling management for meetings, appointments, and team coordination.
Skill in document preparation and editing, including correspondence, reports, spreadsheets, and forms.
Customer service and front-desk or front-office support experience.
Email and communication management experience, including inbox organization and drafting responses.
Familiarity with SharePoint or similar document management tools.
Strong organizational skills, detail orientation, and ability to manage competing priorities.
Demonstrated problem-solving skills and resourcefulness when handling requests or resolving issues.
Why Work Here?
You will join a dependable, team-oriented office that values accuracy, reliability, and clear communication. The role offers steady weekday hours, opportunities to develop your administrative and accounting skills, and the chance to work with widely used tools such as QuickBooks and Microsoft Office. You will work in an environment that appreciates proactive problem-solving, supports professional growth, and recognizes the importance of dependable contribution to the team's success.
Work Environment
This position is based in an office setting that supports a dispatch-focused operation. The schedule runs Monday through Friday, 7:00 a.m. to 4:00 p.m. during training, transitioning to 8:00 a.m. to 5:00 p.m. after training is complete. The environment is fast-paced and requires frequent use of computers and office software such as QuickBooks, Outlook, Excel, Word, PowerPoint, Teams, and SharePoint. You will work in a professional office atmosphere with typical business attire and will spend most of the day performing computer-based tasks, managing emails, handling phone communications, and supporting office operations.
Job Type & Location
This is a Contract to Hire position based out of Haltom City, TX.
Pay and Benefits
The pay range for this position is $20.00 - $22.00/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 Haltom City,TX.
Application Deadline
This position is anticipated to close on Apr 29, 2026.
About Aerotek:
We know that finding work is hard, and finding meaningful work is harder. Aerotek connects 180,000+ light industrial and skilled trades workers with 14,000+ employers each year, helping our workers navigate an evolving labor market and find jobs that meets their goals, skills and interests. Since 1983, we have provided a variety of career opportunities across North American industry - from short-term assignments at Fortune 500 companies where you can build your skills, to long-term opportunities where you can play a vital role solving for companies' construction, manufacturing and maintenance challenges. Our 1,500+ experienced recruiters across 250+ offices work relentlessly to put our workforce in a position to thrive. Let us rise to meet your challenges and put our people-are everything spirit to the test as your career continues to grow.
Aerotek offers weekly pay, employee benefits including medical, dental & vision, life insurance, health advocacy and employee assistance programs, a 401(k) plan, and employee discounts.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
