Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant Job Description

The Administrative Assistant provides essential support to office operations by managing incoming truck ticketing in NetSuite, handling daily administrative tasks, and delivering professional customer service to internal and external stakeholders. This role ensures accurate data entry, organized records, and smooth communication across the office while working both independently and collaboratively with the team.

Responsibilities

• Ticket incoming trucks accurately within the NetSuite system and ensure all related data is complete and up to date.
• Provide comprehensive administrative support to management and office staff to help daily operations run smoothly.
• Answer and direct incoming phone calls in a professional manner and respond to or route emails promptly.
• Maintain organized electronic and paper filing systems to ensure documents are easy to locate and properly stored.
• Enter, update, and manage data within the company ticketing systems, with a primary focus on NetSuite.
• Assist with invoice processing, including tracking and organizing invoices for timely handling.
• Support the creation and management of purchase orders and assist with expense tracking as needed.
• Coordinate mail distribution, including receiving, sorting, and delivering mail to appropriate recipients.
• Handle shipping activities by preparing packages and coordinating pickups or deliveries as required.
• Greet visitors in a professional and welcoming manner and provide courteous customer service.
• Collaborate with office staff to identify opportunities to improve administrative processes and workflows.
• Maintain confidentiality of sensitive information and follow company policies and procedures in all administrative tasks.

Essential Skills

• 1–3 years of administrative, office support, customer service, or related experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience with customer service in an office or similar environment.
• Strong data entry skills with high attention to detail and accuracy.
• Strong organizational and time management skills to handle multiple tasks effectively.
• Excellent verbal and written communication skills for interacting with colleagues, customers, and vendors.
• Ability to multitask and prioritize work effectively in a fast-paced environment.
• Ability to work independently with minimal supervision as well as collaboratively within a team.
• Professional demeanor and positive attitude when interacting with visitors, callers, and coworkers.

Additional Skills & Qualifications

• Experience with NetSuite or similar ticketing or enterprise resource planning (ERP) systems.
• Clerical experience, including filing, mail handling, and document organization.
• Administrative support experience in a business office setting.
• Comfort with learning new software tools and adapting to updated processes.
• Demonstrated reliability and consistency in completing administrative tasks on time.

Work Environment

The Administrative Assistant primarily works independently in an office setting while remaining closely connected to the broader team. The individual receives training and ongoing support from office leadership and works in a setting where management is actively involved in day-to-day operations. The role involves regular use of computers, office software such as Microsoft Office, and systems like NetSuite to manage ticketing and administrative tasks. The environment emphasizes professionalism, accuracy, and clear communication, with a focus on providing helpful and courteous service to visitors, callers, and coworkers.

Job Type & Location

This is a Contract to Hire position based out of Eastport, NY.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/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)

Workplace Type

This is a fully onsite position in Eastport,NY.

Application Deadline

This position is anticipated to close on Aug 19, 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.