Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant Job Description

The Administrative Assistant supports a high-volume case management operation by coordinating client cases, maintaining accurate records in proprietary systems, and providing exceptional administrative and customer service support. This role manages a substantial caseload, collaborates closely with internal staff and external professionals, and ensures that all documentation and communications are accurate, timely, and well organized.

Responsibilities

• Assist clients in identifying appropriate cases and submitting them for various ANS products, ensuring all required information is complete and accurate.
• Maintain regular contact with an assigned list of clients, providing clear and timely updates on the status of existing cases.
• Enter and update all required data fields in the proprietary CIS software system, maintaining a high level of accuracy and completeness.
• Support staff in processing and expediting assignments through all stages of completion, helping to keep cases moving efficiently.
• Answer incoming phone calls as needed, providing professional, courteous, and knowledgeable assistance.
• Ship and receive packages, mail, and related materials as needed, ensuring items are handled and routed correctly.
• Use Microsoft Office applications, including Excel, to update, track, and document case information and related activities.
• Communicate with outside parties and remote employees via telephone and Outlook email, ensuring clear, professional, and timely correspondence.
• Assist in scheduling professional appointments with outside parties, including physicians, attorneys, and other professionals, coordinating details and confirmations.
• Scan, classify, and assign documents to the appropriate folders within case files, maintaining organized and accessible electronic records.
• Prepare and assemble medical files and related documentation for review by office-based or remote professionals.
• Perform additional administrative duties as required to support the smooth operation of the office and case management processes.
• Manage and prioritize a maximum caseload of up to 250 cases, ensuring deadlines are met and service quality remains high.

Essential Skills

• Proven customer service experience with the ability to communicate professionally with clients and external partners.
• Strong data entry skills, including the ability to accurately enter up to 30 data fields per day.
• Proficiency with Microsoft Excel, including the ability to update, track, and manage case-related data.
• Ability to use Microsoft Office applications and Outlook email for documentation, communication, and scheduling.
• Solid organizational skills to manage a high volume of cases and documentation efficiently.
• Effective time management skills to handle multiple tasks, deadlines, and priorities in a structured manner.
• Bachelors degree.
• Ability to maintain accuracy and attention to detail when working with case files, medical records, and proprietary systems.
• Strong verbal and written communication skills for interacting with clients, colleagues, and external professionals.

Additional Skills & Qualifications

• Desire to learn, develop new skills, and grow within the organization.
• Interest in progressing into roles with greater responsibility, including potential managerial opportunities.
• Comfort working with proprietary software systems such as CIS and adapting to new technologies.
• Ability to work collaboratively with both in-office and remote team members.
• Professional demeanor when interacting with physicians, attorneys, and other external professionals.

Work Environment

The role is based in a smaller corporate work environment that offers a professional yet close-knit atmosphere. You will work with proprietary software systems such as CIS and standard office technologies including Microsoft Office and Outlook. The position involves regular use of computers for data entry and documentation, handling physical mail and packages, and coordinating with both in-office colleagues and remote employees. The organization emphasizes stability, with very low turnover, and offers the potential to transition into a permanent role and grow into managerial positions over time.

Job Type & Location

This is a Contract to Hire position based out of Somerville, NJ.

Pay and Benefits

The pay range for this position is $22.60 - $24.04/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 Somerville,NJ.

Application Deadline

This position is anticipated to close on Sep 25, 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 us.fitly.work 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.