Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant Job Description

The Administrative Assistant supports daily operations by processing customer orders, maintaining accurate records, and delivering a high level of customer service. This role manages multiple customer accounts, coordinates closely with internal teams, and ensures that all documentation and communications are accurate, timely, and professional.

• Process inbound customer orders and promptly communicate order status to customers.
• Review the accuracy of incoming and outgoing orders to ensure all information is complete and correct.
• Collect and input orders submitted via fax, email, voicemail, and online order entry systems.
• Build and maintain professional, positive, and proactive relationships with customers.
• Manage multiple assigned customer accounts and ensure their ongoing support needs are met.
• Perform accurate data entry and maintain up-to-date information within CRM and related systems.
• Prepare, update, and maintain reports and documentation with a strong attention to detail.
• Prioritize and route customer requests through cross-functional coordination with Transportation, Purchasing, Finance, and Warehouse teams.
• Use problem-solving and critical thinking skills to manage intake of customer requests and resolve issues efficiently.
• Manage time effectively and work with a strong sense of urgency to meet deadlines and service expectations.
• Utilize Microsoft Office, CRM tools, and other systems to support daily administrative and customer service tasks.
• Collaborate as a team member and demonstrate adaptability to support multiple customer experience functions.
• Communicate clearly and professionally in both written and verbal formats with internal and external stakeholders.

• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multi-task and maintain high attention to detail.
• Proven ability to thrive in an independent work environment, demonstrating self-motivation and a structured work style.
• Skill in establishing and maintaining effective working relationships with customers and colleagues.
• Proficiency in Microsoft Office, including applications such as Outlook, Word, and Excel.
• Accurate data entry skills and experience with CRM management.
• Customer service experience with a focus on responsiveness and professionalism.
• High School Diploma or equivalent.
• A minimum of 2 years of experience as an Administrative Assistant.

• Experience providing administrative support in a customer-focused environment.
• Background in clerical tasks, including document preparation and records management.
• Familiarity with handling orders received via multiple channels such as fax, email, voicemail, and online systems.
• Experience coordinating with cross-functional teams such as Transportation, Purchasing, Finance, and Warehouse.
• Demonstrated problem-solving and critical thinking abilities for managing customer requests.
• Strong time management skills and the ability to work with a sense of urgency.
• Adaptability and teamwork skills to support various customer experience functions.

The Administrative Assistant works in an office-based environment that relies heavily on computer systems, CRM platforms, and Microsoft Office applications, including Outlook. The role involves frequent communication by phone, email, and other electronic channels, as well as regular interaction with internal departments such as Transportation, Purchasing, Finance, and Warehouse. The position requires sustained focus on detailed data entry, documentation, and order processing while managing multiple tasks and accounts in a structured, independent manner. Professional attire is expected to align with an office setting and customer-facing responsibilities.

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

The pay range for this position is $22.00 - $24.00/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 Ontario,CA.

This position is anticipated to close on Aug 10, 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® 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 ziprecruiter.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.