Job Title: Administrative Assistant
Job Description
The Administrative Assistant provides comprehensive administrative and customer support by processing inbound orders, maintaining accurate documentation, and managing multiple customer accounts. This role focuses on accurate data entry, CRM management, and clear communication with customers and internal teams to ensure timely and efficient order handling. The position requires strong organizational skills, attention to detail, and the ability to work independently while collaborating effectively across cross-functional departments.
Responsibilities
Process inbound customer orders promptly and accurately, ensuring all required information is captured.
Communicate order status and updates to customers in a clear, professional, and timely manner.
Review the accuracy of incoming and outgoing orders and verify that all documentation is complete and correct.
Collect and input orders received via fax, email, voicemail, and online order entry systems into the appropriate platforms.
Build and maintain professional, positive, and proactive relationships with customers to support long-term account satisfaction.
Manage multiple assigned customer accounts, ensuring each account receives consistent and reliable support.
Perform accurate data entry and maintain up-to-date records within CRM and other business systems.
Prepare, update, and organize reports and documentation with strong attention to detail.
Prioritize and route customer requests appropriately through coordination with Transportation, Purchasing, Finance, and Warehouse teams.
Apply problem-solving and critical-thinking skills to intake and manage customer requests and resolve issues efficiently.
Manage time effectively and demonstrate a strong sense of urgency when handling orders and customer inquiries.
Use Microsoft Office, CRM tools, and other systems proficiently to support daily administrative and customer service tasks.
Collaborate as a team player and adapt to support multiple customer experience (CX) functions as needed.
Essential Skills
Excellent verbal and written communication skills to interact with customers and internal teams professionally.
Strong organizational skills with the ability to multitask and manage multiple accounts and responsibilities simultaneously.
High level of attention to detail in data entry, reporting, and documentation.
Ability to thrive in an independent work environment, demonstrating self-motivation and a structured approach to tasks.
Skill in establishing and maintaining effective working relationships with customers and colleagues.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Accurate data entry skills and experience managing information within CRM systems.
Demonstrated time management skills and a strong sense of urgency in completing tasks.
Problem-solving and critical-thinking abilities for managing customer requests and resolving issues.
Additional Skills & Qualifications
High school diploma or equivalent.
At least 1 year of experience as an Administrative Assistant or in a similar administrative support role.
Experience providing administrative support in a fast-paced environment.
Background in customer service and clerical work, including handling customer inquiries and documentation.
Familiarity with CRM systems and online order entry platforms.
Ability to adapt to changing priorities and support multiple customer experience functions.
Job Type & Location
This is a Contract to Hire position based out of Ontario, CA.
Pay and Benefits
The pay range for this position is $21.00 - $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 Ontario,CA.
Application Deadline
This position is anticipated to close on Aug 18, 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® Platinum Award 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.
