Office Assistant

Job Description

The Office Assistant supports the service department by organizing daily activities and ensuring smooth workflow, with a particular focus on assisting the Service Coordinator and Return Merchandise Authorization (RMA) Specialist. This role involves coordinating travel, managing documentation in CRM/ERP systems, handling order processing, and providing exceptional support to both internal teams and customers.

Responsibilities

• Support the service department by helping organize day-to-day activities and maintaining an efficient workflow.
• Assist the Service Coordinator and RMA Specialist with their daily tasks and case management.
• Book travel arrangements for field service technicians, ensuring accurate and timely itineraries.
• Utilize CRM and ERP systems to document and maintain accurate service records and customer information.
• Assist with preparing and providing quotes for upcoming service visits.
• Provide backup coverage for the Service Coordinator and/or RMA Specialist during their absence.
• Assist with order processing for toolbox parts for technicians, RMA orders, rental orders, and related paperwork.
• Help maintain and balance the case load count between the Service Coordinator and RMA Specialist.
• Establish and maintain strong working relationships with customers and internal team members across the organization.
• Assist with answering and routing incoming support phone calls to the appropriate team members.
• Provide additional administrative assistance to other department personnel as needed.
• Use professional and courteous response etiquette in both verbal and written communications.

• At least 1 year of office support or customer service experience within a manufacturing environment.
• Proficiency in Microsoft Excel.
• Proficiency in Microsoft Word.
• Experience providing administrative support in a fast-paced setting.
• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Ability to learn and use CRM/ERP systems for documentation and record keeping.

• ERP or CRM experience is preferred.
• Experience with Salesforce is a strong plus.
• Experience with Concur is a strong plus.
• Previous experience supporting a service department or field service team is beneficial.
• Ability to manage multiple tasks and prioritize work effectively.
• Strong customer service orientation and relationship-building skills.

This role is based in a manufacturing facility within the service department. The position operates in an industrial setting, so the Office Assistant should be comfortable working in a production-oriented environment with related noise and activity. Standard work hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. The role involves frequent use of computers, Microsoft Office applications, and CRM/ERP systems, as well as regular interaction with field technicians, internal staff, and customers.

Job Type & Location

This is a Contract to Hire position based out of Dover, PA.

The pay range for this position is $20.00 - $23.00/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)

This is a fully onsite position in Dover,PA.

This position is anticipated to close on Jun 11, 2026.

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 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.