Administrative Associate

Job Description

Job Title: Administrative Associate

Job Description

The Administrative Associate provides critical support to commercial mechanical service operations by managing service billing, invoicing, dispatch coordination, and customer service in a fast-paced environment. This role ensures accurate documentation, efficient scheduling, and professional communication with commercial clients while collaborating closely with service, accounting, and operations teams.

Responsibilities

• Process service billing and invoicing accurately, including time and material work, service calls, and contracts.
• Review technician paperwork for accuracy, completeness, and proper documentation before billing.
• Assist with dispatching and scheduling service calls to ensure timely response to customer needs.
• Answer and manage incoming phone calls in a professional and courteous manner.
• Provide responsive and professional customer service to commercial clients, addressing questions and concerns promptly.
• Maintain organized service records, work orders, invoices, and billing documentation.
• Perform data entry related to service activities, billing, and customer information with a high level of accuracy.
• Support service, accounting, and operations teams with administrative tasks as needed.
• Coordinate administrative logistics related to service operations, including paperwork flow and record retention.
• Assist with general office management, clerical tasks, and administrative support to keep daily operations running smoothly.

Essential Skills

• Hands-on experience processing billing, invoicing, and service-related documentation, preferably in a high-volume environment.
• Proven billing experience, including time and material, service calls, and contracts.
• Customer service experience with strong customer-facing communication skills.
• Experience in mechanical, HVAC, plumbing, or commercial service environments preferred.
• Strong experience in billing, invoicing, or dispatch coordination.
• Excellent phone skills and professional telephone etiquette.
• High attention to detail and accuracy in data entry and documentation.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Ability to manage scheduling and dispatch activities effectively.
• Strong organizational skills with the ability to multitask across multiple service operations.
• Dependable, reliable, and able to follow through on tasks with minimal oversight.

Additional Skills & Qualifications

• Experience supporting commercial mechanical service operations or similar service-based environments.
• Administrative support in logistics, clerical work, or office management.
• Ability to maintain accurate service records, work orders, and billing files.
• Comfort working in a fast-paced, growth-oriented organization.
• Strong interpersonal skills to collaborate effectively with service, accounting, and operations teams.
• Ability to prioritize tasks and manage time effectively in a high-volume setting.

Work Environment

This is an on-site role working 40 hours per week in a fast-paced, fast-growing, family-oriented manufacturing and service environment. The Administrative Associate works closely with service technicians, accounting staff, and operations teams to support daily mechanical service activities. The position involves frequent use of computers and standard office equipment, including Microsoft Excel, Word, and Outlook, to manage billing, invoicing, dispatch schedules, and customer communications. The environment emphasizes teamwork, reliability, and strong customer focus, offering the opportunity to contribute to a dynamic and supportive organizational culture.

This is a Contract to Hire position based out of Ludlow, MA.

The pay range for this position is $25.00 - $27.00/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 Ludlow,MA.

This position is anticipated to close on May 31, 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.