Administrative Assistant

Aston Carter • Portland, OR • 7h ago

Job Title: Administrative AssistantJob Description

The Administrative Assistant will provide essential support to a global vehicles department by managing invoice processing and performing a variety of general administrative tasks. This role focuses on accurately receiving, reviewing, and submitting invoices, while also supporting daily office operations through effective communication and strong organizational skills.

Responsibilities

Receive invoices submitted by vendors via email and review them promptly.

Compare each invoice to its corresponding paper copy to verify accuracy and ensure all details match.

Submit verified invoices through the designated process so they can be routed to the appropriate manager for payment.

Perform general administrative duties, including filing, light data entry, answering phones, faxing, and other office tasks as needed.

Support multiple managers by prioritizing tasks, managing documentation, and maintaining organized records.

Use Microsoft Excel, Word, PowerPoint, Access, and other programs as needed to complete daily tasks and maintain documentation.

Maintain accurate and timely data entry, ensuring all information is recorded correctly and updated as required.

Communicate clearly and professionally with internal teams and external vendors to resolve questions related to invoices and documentation.

Follow established procedures and guidelines for invoice processing and administrative workflows.

Essential Skills

Proven experience providing administrative support, including invoice processing and data entry.

Ability to accurately process invoices and verify information against paper copies.

Proficiency in Microsoft Excel, Word, PowerPoint, and Access.

Strong data entry skills with a high level of accuracy and attention to detail.

Accurate typing skills with the ability to @type at least 45 words per minute.

Effective verbal and written communication skills.

Strong organizational and time management skills to support multiple managers and tasks.

High School Diploma required.

Additional Skills & Qualifications

Previous experience in an administrative assistant role or similar office-based position.

Comfort working with various office technologies, including email systems, printers, scanners, and fax machines.

Ability to learn new software programs and tools as needed.

Strong problem-solving skills and the ability to follow established procedures while exercising good judgment.

Work Environment

The Administrative Assistant will work in a professional office setting, spending the majority of the day at a desk using a computer and standard office equipment. The role involves regular use of Microsoft Office applications and other business software to process invoices and complete administrative tasks. The environment is structured and task-focused, with frequent interaction via phone and email. Typical work involves seated computer-based tasks, handling paper documents, and performing general office duties in a collaborative team setting.

Job Type & Location

This is a Contract position based out of Portland, OR.

Pay and Benefits

The pay range for this position is $30.00 - $33.00/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 Portland,OR.

Application Deadline

This position is anticipated to close on May 25, 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.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

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