Administrative Assistant
Job Description
The Administrative Assistant provides front desk and office support while managing detailed construction-related billing for the Connecticut office. This role answers and directs calls from the main phone line, greets visitors, and works closely with project managers to ensure accurate invoicing and billing reconciliation. The position supports project accounting through the use of Sage, Textura, and other billing systems, and contributes to overall office organization and administrative efficiency. This is a contract role with the potential to transition into a permanent opportunity.
Responsibilities
Answer and direct calls from the company's main phone line in a professional and courteous manner.
Greet and assist visitors, clients, vendors, and guests at the front desk, ensuring a positive and welcoming experience.
Process and manage construction-related billing activities accurately and efficiently, handling 10 to 15 detailed invoices per month ranging from approximately $100,000 to $1,000,000.
Work hand in hand with project managers to review, validate, and ensure the accuracy of all billing and invoicing details.
Support invoicing and billing reconciliation for the Connecticut office, ensuring timely and precise processing.
Utilize Sage, Textura, and other ERP or billing systems to support project accounting and billing processes.
Maintain office organization, including managing documents, files, and supplies, to support leadership and staff.
Provide general administrative support such as data entry, document management, and reporting as needed.
Assist with customer service-related interactions, responding to inquiries and routing information appropriately.
Jump in to support various office functions and special projects as business needs arise, demonstrating flexibility and initiative.
Essential Skills
Proven administrative support experience, preferably in a professional office environment.
Demonstrated experience in construction billing or similar complex billing processes where accuracy is crucial.
Strong proficiency with Microsoft Office applications for documents, spreadsheets, and email communication.
Experience with ERP or billing software systems more robust than basic accounting tools such as QuickBooks.
Ability to work with Sage and Textura or similar billing platforms to support project accounting processes.
Excellent written and verbal communication skills to interact effectively with internal staff and external visitors.
High attention to detail and accuracy, especially when processing large and complex invoices.
Strong customer service skills with a professional and courteous demeanor at the front desk.
Ability to manage multiple tasks, prioritize workload, and meet deadlines in a busy office environment.
Additional Skills & Qualifications
Experience in a construction-related environment or familiarity with construction billing practices is highly beneficial.
Comfort working with detailed financial documentation, reconciliations, and invoice tracking.
Ability to collaborate closely with project managers and leadership to support project and billing needs.
Willingness to take on special projects and additional office responsibilities as needed.
Interest in a contract role with the potential to transition into a permanent position.
Work Environment
This role is fully onsite in the Connecticut office, working first shift at the front desk. The position involves light foot traffic in the office, with regular interaction with visitors, clients, vendors, and internal staff. The Administrative Assistant works in a professional office setting using technologies such as Microsoft Office, Sage, Textura, and other ERP or billing systems. The environment emphasizes accuracy in handling detailed, high-value invoices and supports a collaborative culture where team members step in to assist with various office functions and special projects as business needs arise. Professional attire is expected to reflect the front desk and customer-facing nature of the role.
To book an initial phone screening, please free free to plug time into my calendar: https://talentassistant.actalentservices.com/assistant/bookings/v3I1zFpx
Job Type & Location
This is a Contract position based out of Kensington, CT.
Pay and Benefits
The pay range for this position is $25.00 - $30.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
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 Kensington,CT.
Application Deadline
This position is anticipated to close on Sep 22, 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.
