ADMINISTRATIVE ASSISTANCE-REMOTE POSITION

Administrative AssistantJob 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.

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.

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.

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.

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.

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.

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.

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

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.

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)

Application Deadline

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. Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. 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 click.appcast.io 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.