Administrative Assistant

Job Title: Administrative AssistantJob Description

The Administrative Assistant acts as the primary point of contact for customers and ensures they receive a world-class customer experience. This role serves as a key member of the site team, supporting customer account management, order processing, inventory coordination, and administrative functions to help meet or exceed customer expectations and business objectives. The position requires strong organizational skills, attention to detail, and the ability to communicate professionally with internal and external stakeholders while supporting manufacturing and operational activities.

Responsibilities

• Serve as the primary point of contact for customers and deliver a professional, respectful, and world-class customer experience.

• Convert customer purchase orders into manufacturing production orders accurately and in a timely manner.

• Ensure raw materials and tooling are ordered and available to support production schedules.

• Communicate with internal and external customers regarding order status, estimates and quotations, order changes, and order confirmations.

• Monitor and manage customer inventory levels to support consistent order fulfillment.

• Investigate and resolve order discrepancies, customer quality complaints, overdue accounts receivable, and aged inventory issues.

• Establish strong working relationships with operations, shipping, and maintenance teams to stay informed about plant activities that may affect customer orders.

• Demonstrate a thorough understanding of plant-specific manufacturing capabilities and incorporate this knowledge into daily decision-making.

• Coordinate with design, sales, pricing, and operations teams to manage the implementation of new customer items.

• Apply a solid understanding of business objectives, goals, and values when making daily decisions that maximize customer satisfaction and plant capacity.

• Identify and solve problems with technical and business acumen, maintaining poise and a sense of urgency.

• Build and maintain strong relationships with customer contacts to support a competitive advantage in customer experience.

• Establish, manage, and enforce correct order unitization for customer orders.

• Demonstrate a solid understanding of pricing models, including variable contribution levels.

• Coordinate warehoused items using basic manufacturing skills such as replenishment ordering and first-in, first-out (FIFO) practices, and routinely assess and report potential obsolescence of aged inventory.

• Participate in non-price improvement initiatives, especially those related to aged inventory, trailer utilization, and operational efficiencies.

• Provide data reporting on orders, sales, and inventory to plant management, sales teams, and customers as requested.

• Create and manage customer-specific reporting such as daily status updates, order prioritization, MSF delivery, on-time delivery (OTD), and warehoused inventory status.

• Coordinate efforts of internal and external vendors to ensure correct tooling, artwork, and CADs are approved by the customer and provided to the manufacturing team.

• Consistently demonstrate exceptional administrative, organizational, and communication skills in all interactions and tasks.

• Observe and report noteworthy customer concerns or trends to plant management and sales teams.

• Participate in production meetings to track orders from receipt of roll-stock through final delivery and ensure all production and shipping steps meet customer commitments.

• Research and resolve customer order discrepancies, including credits or debits, quality concerns, make-up orders, and returned or reworked items.

• Ensure customer price lists are accurate and update them as required.

• Research and address discrepancies in weekly accounts receivable.

• Perform general administrative support tasks such as filing, scanning, and clerical work as needed.

• Complete accurate and timely data entry for orders, inventory, and customer records.

Essential Skills

• Proven administrative support experience, including filing, scanning, and clerical tasks.

• Strong data entry skills with high accuracy and attention to detail.

• Proficiency in Microsoft Excel, including basic functions and the ability to work with data entry and pivot tables.

• Proficiency in Microsoft Word, including the ability to remove rows, add columns, and create or modify tables.

• Proficiency in Microsoft Outlook for email and calendar management.

• General proficiency with Microsoft Office applications.

• Experience with accounting-related tasks such as accounts receivable and accounts payable.

• Customer service skills with the ability to communicate professionally and respectfully with internal and external customers.

• Strong time management skills to handle multiple tasks and deadlines effectively.

• Organizational skills to manage orders, documentation, and customer requirements efficiently.

• Demonstrated strong work ethic and reliability.

• Ability to understand and work within pricing models and business objectives.

• Ability to interpret and manage inventory, order, and sales data for reporting purposes.

Additional Skills & Qualifications

• Experience supporting manufacturing or plant operations is beneficial.

• Familiarity with inventory management practices, including first-in, first-out (FIFO) and replenishment ordering.

• Experience coordinating with cross-functional teams such as operations, design, sales, and pricing.

• Exposure to customer quality issues, order discrepancies, and resolution processes.

• Experience participating in process improvement or efficiency initiatives.

• Comfort working with customer-specific reporting requirements, including on-time delivery and inventory status metrics.

• Ability to build and maintain strong relationships with both internal teams and external customer contacts.

• Strong written and verbal communication skills.

• Ability to work with vendors to coordinate tooling, artwork, and CAD approvals.

Work Environment

The role follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m. The position operates in a professional office setting that is closely connected to plant and manufacturing activities, requiring regular coordination with operations, shipping, and maintenance teams. The work involves frequent use of computers, Microsoft Office applications, and standard office equipment to handle data entry, reporting, and communication tasks. The dress code allows jeans paired with a neat, presentable shirt, reflecting a balance between professionalism and comfort in a collaborative, operations-focused environment.

Job Type & Location

This is a Contract to Hire position based out of Sanger, CA.

Pay and Benefits

The pay range for this position is $20.00 - $21.00/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 Sanger,CA.

Application Deadline

This position is anticipated to close on Sep 23, 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 (%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.