Administrative Assistant

Work Environment Monday through Friday- Fully Onsite 8am to 4:30pm Qualifications 2–3+ years of administrative experience in an office environment. Strong customer service skills with a professional and friendly demeanor when interacting with visitors, callers, and internal staff. Proficiency with Microsoft Office Suite, including Word, Excel, and especially Outlook for email and calendar management. Accurate data entry skills with strong attention to detail for order entry, invoicing, and record keeping. Experience managing multi-line phones, routing calls, and handling general email inboxes. Ability to draft, proofread, and format professional correspondence, reports, and presentations. Organizational skills to maintain orderly filing systems, manage supplies, and keep reception and common areas tidy. Ability to work independently, learn quickly, and manage multiple tasks and priorities in a busy office setting. Strong communication skills, both written and verbal, with a focus on clear, courteous, and timely responses. Comfort working in an industrial office setting within a chemical plant environment. Job Description This on-site Administrative Assistant / Receptionist role provides professional front desk coverage and comprehensive administrative support across the office. You will serve as the first point of contact for visitors and callers, manage daily office operations, and assist with customer orders and invoicing. The position blends reception, clerical, and customer support responsibilities in a smaller, close-knit company with a relaxed, family-style environment. Responsibilities Greet and welcome visitors, clients, and vendors, providing a professional first impression and directing guests to the appropriate person or department. Answer, screen, and forward incoming phone calls, ensuring calls reach the correct contact and messages are relayed accurately and promptly. Manage the general email inbox, monitor incoming messages, and provide timely, professional responses or route inquiries to the appropriate team members. Provide clerical support to all departments by handling filing, photocopying, scanning, emailing, and data and order entry tasks. Serve as a backup for Customer Service by receiving customer order information when representatives are unavailable or when the team is short-staffed. Prepare, review, and distribute customer invoices accurately and in a timely manner, ensuring information is complete and correct. Receive, sort, and distribute daily mail, packages, and courier deliveries to the appropriate recipients within the office. Maintain a clean, tidy, and organized reception area and common spaces, including the kitchen and meeting rooms, ensuring they are fully stocked with necessary supplies. Monitor office and kitchen supply levels, anticipate needs, and place replenishment orders to prevent shortages or disruptions. Coordinate and schedule appointments, meetings, and conference room bookings, and support staff calendar management as directed. Draft, proofread, and format correspondence, reports, memos, and presentations on behalf of management or various departments. Maintain organized physical and digital filing systems, ensuring records are labeled, stored properly, and easily retrievable. Display and distribute promotional items and marketing materials for visitors and guests in the reception area and other designated spaces. Assist with order processing and handling purchase orders as needed, supporting accurate and efficient administrative workflows. Perform other administrative duties as assigned by supervisors, department leaders, or executive management to support overall office operations. Use standard office equipment such as computers, phones, and copiers regularly, and occasionally lift packages or supplies up to 25 lbs as part of daily tasks. Maintain reliable, regular, and punctual attendance to ensure consistent coverage of the front desk and administrative functions. Job Type & Location This is a Permanent position based out of Joliet, IL. Pay and Benefits The pay range for this position is $22.00 - $25.00/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 Joliet,IL. Application Deadline This position is anticipated to close on Sep 11, 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 View email address on click.appcast.io 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. #J-18808-Ljbffr Talentify