Job Title: Finance Administrative AssistantJob Description
The Finance Administrative Assistant provides operational and administrative support to the finance team with a strong focus on workflow coordination, systems maintenance, reporting support, project setup, and overall process organization. This position supports day-to-day operations across Oracle and Harvest systems, helping to maintain data accuracy, ensure timely processing, and respond promptly to internal and external requests. The role emphasizes organization, coordination, follow-through, and keeping operational processes running efficiently rather than deep accounting functions. It is ideal for someone who enjoys being a key resource that keeps business processes running smoothly in a fast-paced, collaborative environment.
Responsibilities
Support day-to-day finance operations with a focus on operational coordination, data accuracy, and timely processing.
Review reports regularly and assist with resolving discrepancies to maintain accurate financial and operational data.
Support supplier and customer setup within Oracle and related ERP systems, including vendor onboarding and customer profile maintenance.
Coordinate invoice processing and approval workflows, including support for accounts payable and accounts receivable activities.
Manage incoming mail, documentation, and operational requests to ensure they are organized, processed, and routed appropriately.
Monitor and triage requests within a shared inbox environment, prioritizing and responding to inquiries with strong responsiveness and follow-through.
Maintain project setup and ongoing updates within Harvest, ensuring project data is current and accurate.
Prepare weekly reporting related to project and operational status tracking, including financial and operational reports as needed.
Assist with documentation creation and maintenance, workflow processing, and reporting support for finance and operational teams.
Provide administrative assistance and data entry support for finance-related processes and systems.
Coordinate cross-functional project activities and operational workflows in collaboration with finance, operations, suppliers, and internal stakeholders.
Support shared services activities related to ERP systems, reporting, and process coordination.
Handle ad hoc administrative, reporting, and operational coordination needs as priorities shift in a fast-paced environment.
Maintain a high level of organization, attention to detail, and follow-up to ensure tasks and requests are completed accurately and on time.
Work independently with minimal supervision while managing multiple priorities and high-volume coordination tasks.
Essential Skills
Strong organizational skills with excellent follow-up and attention to detail.
Ability to manage high-volume coordination tasks and multiple priorities in a fast-paced environment.
Comfort working independently with minimal oversight while demonstrating ownership and accountability.
Strong communication skills and responsiveness in handling internal and external requests.
Experience supporting operational workflows and cross-functional teams, particularly within finance or shared services environments.
Intermediate Excel skills, including experience with Excel pivot tables.
Comfort using ERP systems, including Oracle and related platforms, for data maintenance and workflow support.
Ability to work effectively in a shared inbox environment, monitoring, triaging, and responding to requests.
Demonstrated ability to adapt quickly to changing priorities and a reactive work environment.
Strong organizational mindset with a focus on data accuracy, process consistency, and timely execution.
Dependable, proactive, and detail-oriented approach to administrative and operational support tasks.
Additional Skills & Qualifications
Experience with Oracle ERP systems and related finance or operational modules.
Familiarity with Harvest or similar project tracking and time-tracking tools.
Background supporting accounts payable and accounts receivable workflows.
Experience with vendor onboarding, supplier setup, and customer setup within ERP systems.
Exposure to tax management processes in a support or coordination capacity.
Experience working in shared services or centralized finance operations environments.
Administrative assistance experience, including data entry, documentation management, and general administrative support.
Experience preparing financial reports or operational reporting in support of finance teams.
Strong organizational and coordination skills within cross-functional business operations.
Ownership mentality with a focus on reliability, accountability, and follow-through.
Interest in working within a medical device or similarly regulated, process-driven environment.
Work Environment
The role operates in a fast-paced and collaborative environment that combines structured daily responsibilities with reactive support work. You will interact cross-functionally with finance, operations, suppliers, and internal stakeholders while supporting a critical operational finance function. The position offers an independent work setting with significant opportunity for ownership and autonomy, where strong multitasking, responsiveness, and attention to detail are essential. You will work extensively with ERP technologies such as Oracle, project and time-tracking tools like Harvest, and Microsoft Excel, including pivot tables, as part of daily systems maintenance and reporting activities. The environment emphasizes reliability, adaptability, and an ownership mindset, providing exposure to cross-functional business operations, ERP systems, reporting, and process coordination.
Job Type & Location
This is a Contract to Hire position based out of Fremont, CA.
Pay and Benefits
The pay range for this position is $30.00 - $35.00/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 hybrid position in Fremont,CA.
Application Deadline
This position is anticipated to close on May 19, 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.
