Job Title: Administrative Assistant

Job Description

This full-time position requires a variety of routine reception and administrative duties. The qualified individual will provide clerical support for the President, Engineers, and Surveyors.

Responsibilities

• Ensure efficient daily operations and manage office supplies.

• Answer VOIP phone system and ensure proper delivery of messages.

• Handle monthly invoicing, including uploads to third-party systems.

• Manage incoming and outgoing mail through USPS, UPS, or FedEx.

• Project closeouts within the billing system.

• WIP reporting.

• COI coordination with clients and vendors.

• Process accounts receivables and follow up with past due accounts.

• Banking deposits.

• QuickBooks experience with deposits and accounts receivables.

• Manage vehicle fleet insurance requirements.

Essential Skills

• 2-5 years of administrative experience.

• Experience with ERP, Microsoft Office, Excel, Teams, and QuickBooks.

• in filing, accounts payable/receivable support, invoicing, and typical front desk/administrative duties.

• Computer experience with data entry and email management.

• Knowledge of Microsoft products including Word, Excel, and Outlook.

Additional Skills & Qualifications

• Willingness to learn and take charge on occasions.

• Trustworthy and friendly demeanor.

• Billing, QuickBooks, and payroll experience is a plus.

Work Environment

Fully in-office position with potential for full-time or part-time hours depending on skills, up to 40 hours per week. Typical office hours are between 8 AM and 5 PM with flexibility for lunch.

Pay and Benefits

The pay range for this position is $24.00 - $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 Monroeville,PA.

Application Deadline

This position is anticipated to close on Mar 24, 2025.

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® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.