Office Assistant

Job Description

Job Description

Job Title: Customer Administrative Representative

Job Description

We are seeking a detail-oriented Customer Administrative Representative to support order processing, shipping coordination, and front-office administration while delivering exceptional customer service. In this role, you will accurately enter and manage customer orders, coordinate with carriers and internal teams, and serve as a primary point of contact for customers, visitors, and staff. You will thrive in a fast-paced environment where accuracy, professionalism, and strong communication skills are essential to ensuring a smooth order-to-delivery process and a positive customer experience.

Responsibilities

• Accurately enter and review customer orders in the order management or ERP system, verifying all details and ensuring timely processing.
• Handle sales and group orders by checking order accuracy, confirming customer requirements, and updating information as needed.
• Perform data entry of production information and shipment details into the appropriate computer software and systems.
• Coordinate shipping activities by communicating with clients and carriers, arranging shipments, and helping resolve any shipping issues.
• Respond to customer inquiries via phone, email, and chat, providing clear information on order status, product availability, and shipping details.
• Address and resolve customer complaints and issues in a professional, timely manner while maintaining a customer-centric approach.
• Maintain accurate and organized records of orders, invoices, shipments, and customer interactions for reference and reporting.
• Collaborate closely with sales, warehouse, and logistics teams to support smooth order fulfillment and on-time delivery.
• Identify opportunities for process improvements and contribute ideas to enhance overall customer experience and operational efficiency.
• Answer inbound phone calls, route them to the appropriate individuals, and take detailed messages when necessary.
• Greet visitors in a professional manner, provide basic information, and direct them to the appropriate person or area.
• Manage file systems by organizing, maintaining, retrieving, and updating documents to ensure easy access and compliance.
• Perform basic accounting-related tasks, including processing orders, invoices, and shipments in coordination with internal procedures.
• Generate and distribute paperwork such as bills of lading (BOLs), invoices, and other shipping documents to ensure clear communication with staff, customers, and carriers.
• Communicate effectively via phone and email with internal staff, customers, and carriers to support daily operations and resolve issues.
• Support general clerical and administrative duties as needed to ensure efficient front-office and administrative operations.

Essential Skills

• High school diploma or equivalent.
• Previous experience in order entry, shipping, administrative, or customer service roles; 35 years preferred, with consideration for candidates with 2+ years of experience.
• Strong customer service skills with a professional and customer-oriented demeanor.
• Proficiency with computers and software, including Microsoft Office applications such as Microsoft Excel.
• Experience working with order management systems and ERP systems, including SAP or similar platforms.
• Demonstrated data entry skills with a high level of accuracy and attention to detail.
• Experience with shipping processes, including preparing and handling bills of lading (BOLs) and related documentation.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong organizational skills with the ability to manage multiple responsibilities and meet deadlines.
• Excellent verbal and written communication skills for interacting with customers, visitors, carriers, and internal teams.
• Clerical support experience, including filing, document management, and basic administrative tasks.
• Comfort handling inbound calls and routing them appropriately.
• Problem-solving skills with the ability to address issues independently and escalate when necessary.

Additional Skills & Qualifications

• Associates or bachelors degree in a related field is preferred.
• Experience working in an administrative, business, or manufacturing environment for 35 years.
• Familiarity with inventory processes and inventory-related data entry.
• Experience generating and distributing shipping paperwork such as BOLs and invoices.
• Strong interpersonal skills and the ability to build positive working relationships with customers, carriers, and internal teams.
• Ability to contribute to continuous improvement initiatives and suggest process enhancements.
• Comfort working in a structured office setting with defined procedures and workflows.

Work Environment

This role is fully on-site, working five days per week in an office environment. Standard hours are 8:00 a.m. to 5:00 p.m. Monday through Thursday, and 8:00 a.m. to 3:00 p.m. on Fridays, with a full-time schedule. The position involves frequent computer use, including Microsoft Office, ERP systems such as SAP, and other order management and data entry software. You will work closely with sales, warehouse, and logistics teams, as well as interact regularly with customers, carriers, and visitors. The environment is fast-paced and detail-focused, with a mix of phone-based customer contact, administrative tasks, and coordination of shipping and documentation. Dress expectations align with a professional office and front-desk setting.

This is a Contract to Hire position based out of Lemont Furnace, PA.

The pay range for this position is $20.00 - $22.00/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)

This is a Contract to Hire position based out of Lemont Furnace, PA.

This position is anticipated to close on Nov 24, 2026.

This is a fully onsite position in Lemont Furnace,PA.

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.