Job Title: Administrative Assistant
Job Description
The Operations Specialist manages relationships with independent contractors, coordinates onboarding and compliance activities, and oversees vehicle damage repair processes to ensure seamless operations and high-quality service. This role combines administrative support, customer interaction, and process improvement in a fast-paced office environment, requiring strong attention to detail, effective communication skills, and proficiency with Microsoft Office and data entry.
Responsibilities
Manage relationships with Independent Contractors by advertising vacancies on various media platforms, coordinating the onboarding process, and ensuring a positive and professional experience throughout the contractor lifecycle.
Prepare and maintain driver guides based on customer and regulatory requirements, ensuring all documentation remains accurate, current, and compliant.
Track expiring credentials for Independent Contractors and ensure yearly contracts are executed on time to avoid any gaps in service.
Follow up with Independent Contractors who terminate their contracts to complete required offboarding steps and maintain accurate records.
Provide guidance to field offices on best practices for Independent Contractor interactions and relationships, ensuring consistent and compliant processes.
Manage vehicle damage repairs by preparing detailed work orders that include vehicle information, accident damage descriptions, photos, and notes.
Act as the primary contact between body shop vendors, insurance carriers, and customers, coordinating repairs and facilitating clear communication among all parties.
Consult with body shops regarding necessary repairs and potential alternatives, balancing quality, cost, and timeliness.
Ensure all details related to repair services and associated costs are clearly communicated to customers and accurately processed in invoices.
Monitor the team dashboard regularly and complete assigned tasks to keep orders moving efficiently through the workflow.
Perform regular administrative tasks to support the team, including data entry, document management, and correspondence.
Assist with business projects and reporting by gathering data, preparing summaries, and supporting analysis as needed.
Actively identify opportunities for process improvements and participate in implementing changes that enhance efficiency, accuracy, and service quality.
Maintain a high level of customer service in all interactions, ensuring professional, timely, and accurate communication.
Use Microsoft Office, including Excel and Outlook, and CRM tools to manage information, track activities, and support daily operations.
Essential Skills
2+ years of experience in an office environment using computers to perform administrative duties or in a closely related discipline.
2 to 3+ years of administrative or strong retail operational experience.
Proficiency with Microsoft Office, including strong skills in Excel and Outlook.
Strong data entry skills with a high level of accuracy and attention to detail.
Experience providing administrative support in a fast-paced environment.
Customer service experience, with the ability to communicate clearly and professionally both verbally and in writing.
Ability to multitask effectively while remaining detail-oriented and focused on delivering accurate information.
Comfort working in a fast-paced office environment and managing multiple priorities.
Ability to work cooperatively as part of a considerate, team-oriented environment.
Additional Skills & Qualifications
Experience in transportation, recruiting, auto service advising, or auto claims adjusting is a plus.
Basic understanding of mechanical and automotive systems and repair-@type coding is a plus.
Experience using CRM systems to manage customer or contractor information is beneficial.
Demonstrated ability to identify and support process improvements.
Strong organizational skills and the ability to track credentials, contracts, and multiple work orders simultaneously.
Work Environment
This role is based in a fast-paced office environment that relies heavily on computers and software tools such as Microsoft Office, Excel, Outlook, and CRM systems to manage administrative and operational tasks. The position initially requires working in the office five days a week until conversion, typically within 4 to 6 months, after which the schedule transitions to a hybrid model of two days in-office and three days remote each week. The team culture emphasizes cooperation, consideration, and clear communication, with regular interaction among contractors, field offices, vendors, insurance carriers, and customers.
Job Type & Location
This is a Contract to Hire position based out of Gainesville, VA.
Pay and Benefits
The pay range for this position is $18.00 - $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 Gainesville,VA.
Application Deadline
This position is anticipated to close on May 21, 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.
