Administrative Assistant

Job Title: Administrative AssistantJob Description

The Administrative Assistant provides essential support to office operations by organizing documents, handling data entry, managing communications, and assisting with administrative projects. This role ensures that files, records, and communications are accurate, accessible, and handled in a timely and professional manner, contributing to smooth day-to-day business operations.

Responsibilities

• Organize and maintain paper and digital filing systems so documents are easy to locate and retrieve.
• Scan invoices, receipts, bills, and other records into the shared drive, ensuring files are clearly labeled and properly stored.
• Support the accounting function by emailing scanned documents to the outside accounting firm on a set schedule and tracking what has been sent.
• Answer and route incoming phone calls in a professional manner and manage the general email inbox, responding or forwarding messages as appropriate.
• Sort incoming mail and deliveries and prepare and send outgoing mail and packages.
• Perform data entry by entering customer orders and updating customer and vendor records accurately and promptly.
• Track shipping and receiving paperwork, including packing slips, bills of lading, and receiving documents, to maintain complete and organized records.
• Monitor office supply levels and place orders as needed to ensure the office remains well stocked.
• Maintain a tidy and organized front office and shared work areas to create a professional and efficient environment.
• Support the CEO with scheduling, spreadsheets, and special administrative projects as assigned.

Essential Skills

• Customer service skills with a professional phone and email manner.
• Administrative support experience or aptitude, including clerical and administrative assistance tasks.
• Accurate data entry skills, including Excel or Google Sheets data entry.
• Proficiency with Microsoft Outlook or similar email tools, including sending attachments.
• Strong filing and document organization skills for both paper and digital records.
• Ability to answer, route, and manage phone calls in a courteous and efficient manner.
• Entry-level experience, typically 0 to 1 year, in an office, administrative, or customer service role.
• Comfort working with scanners, shared drives, and email systems.
• Organized work style with consistent follow-through and attention to detail.
• Discretion and confidentiality when handling financial and customer information.

Additional Skills & Qualifications

• Experience in manufacturing, distribution, or another inventory-based business is preferred.
• Basic Excel or Google Sheets skills, including creating and updating simple spreadsheets.
• QuickBooks experience is a plus.
• Ability to support scheduling and special projects for leadership using spreadsheets and other office tools.
• Strong interpersonal skills and the ability to work collaboratively with office staff.

Work Environment

This role is based in the front office, where the Administrative Assistant has their own desk and works alongside approximately three other employees. The environment is collaborative and office-based, with regular use of computers, scanners, shared drives, email, and spreadsheet tools. The position involves frequent interaction by phone and email, as well as handling physical documents, mail, and packages in a professional office setting.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $20.00 - $23.00/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)

Job Type & Location

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

Application Deadline

This position is anticipated to close on Nov 9, 2026.

Workplace Type

This is a fully onsite position in Bohemia,NY.

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 astoncarteraccommodation@astoncarter.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.