Clerical Coordinator

Job Description

Job Description

Job Title: Administrative Assistant

Job Description

This clerical accounts payable role supports a growing logistics-focused team by accurately posting invoices and freight bills, scanning and filing documents, and providing general administrative assistance. You will work with a new system to pull invoices, route them to the correct stakeholders, and maintain organized records in SharePoint and other Microsoft applications. This is a new position on a small, experienced team that will provide training, cross-training opportunities, and room to grow your skills over time.

Responsibilities

• Post invoices and freight bills accurately and in a timely manner, ensuring all required information is complete and correct.
• Pull invoices from a new system and route them to the appropriate internal team members or locations.
• Scan, file, and organize all freight bills and related documents within SharePoint and other digital filing systems.
• Perform general clerical work, including data entry, document management, and basic administrative support for the team.
• Review documents for accuracy and completeness, identifying issues such as missing digits, incorrect addresses, or incomplete information.
• Support accounts payable processes by receiving, organizing, and preparing invoices for processing.
• Provide internal customer service by responding to questions from colleagues and assisting with document lookups or invoice status inquiries.
• Use Excel, Word, Acrobat, and other Microsoft tools to create, update, and maintain spreadsheets, records, and documentation.
• Collaborate with a small, experienced team that supports approximately 140 locations, sharing information and assisting as needed.
• Participate in cross-training to learn additional tasks within the department and expand your skill set over time.

Essential Skills

• Proven ability to perform clerical and administrative tasks such as posting, scanning, filing, and data entry.
• Experience or strong aptitude for accounts payable or invoice processing, including receiving and organizing invoices.
• Proficiency with Microsoft Excel, Word, SharePoint, Acrobat, and general Microsoft Office applications.
• Strong attention to detail, including the ability to quickly notice missing digits, incorrect addresses, or other discrepancies in documents.
• Solid work ethic with reliability, accountability, and a willingness to learn new systems and processes.
• Ability to provide professional internal customer service and communicate clearly with team members and other departments.
• Comfort working with digital filing systems and document management tools.

Additional Skills & Qualifications

• Experience in freight, logistics, or transportation environments is preferred but not required; the team is willing to train.
• Experience in administrative support, clerical work, accounts payable, or billing is beneficial.
• Openness to candidates who are earlier in their careers or developing their skills, with no strict requirement for years of experience.
• Familiarity with Bills of Lading (BOL) and freight documentation is a plus.
• Interest in long-term growth opportunities, including potential future leadership roles as the team evolves.
• Ability to thrive in a small, collaborative team with high tenure and strong support for training.

Work Environment

You will join a small but high-performing team of four that sits in a logistics building near a major interstate and supports approximately 140 locations. The team is part of a larger corporate structure but maintains a close-knit, collaborative atmosphere with a strong emphasis on training and knowledge sharing. After an initial training period of about 90 days, the role offers a hybrid work arrangement with the flexibility to work remotely two days per week, and you can choose the remote days that work best for you. Work hours are flexible within a full-time schedule, with options such as 8:00 a.m.–5:00 p.m. during training, and alternative schedules like 7:30 a.m.–4:40 p.m., 7:00 a.m.–4:00 p.m., or 9:00 a.m.–6:00 p.m., depending on your preference and team needs. The dress code is casual and comfortable, typically jeans, a company-branded or casual shirt, and tennis shoes. The team values a positive culture and regularly enjoys activities such as holiday parties and team lunches. The environment emphasizes cross-training and skill development, offering opportunities to broaden your responsibilities and, over time, potential advancement into supervisory or managerial roles as positions open within the small team.

This is a Contract to Hire position based out of Omaha, NE.

The pay range for this position is $21.00 - $22.00/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 hybrid position in Omaha,NE.

This position is anticipated to close on Jul 3, 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.