Administrative Assistant

Job Title: Administrative Assistant

** if you are interested in this opportunity, please feel free to apply and email me your resume at alalfaro @ astoncarter.com so we can schedule a time to connect asap! **

Job Description

The Administrative Assistant provides essential administrative support for order processing and documentation in an aerospace manufacturing environment. This role focuses on accurate data entry, scanning, filing, and preparing documents for review, while supporting purchasing and production teams. The position offers the opportunity to learn ERP systems, work with high-volume paperwork, and grow within a smaller, collaborative site that is connected to a larger aerospace operation.

Responsibilities

• Enter sales orders accurately into the ERP system (Sage 100).
• Prepare, scan, and organize contract review documents for internal review and recordkeeping.
• Send order confirmations to customers in a timely and professional manner.
• Organize and file purchase orders, packing certificates, and invoices to maintain clear and accessible records.
• Maintain logs and type documents with a high level of accuracy and attention to detail.
• Support document flow for purchasing and accounts payable processes, ensuring paperwork moves smoothly through each step.
• Perform general administrative tasks including data entry, scanning, and filing to support daily operations.
• Collaborate closely with the supervisor and provide administrative support to purchasing and production teams.
• Handle repetitive tasks and high-volume paperwork efficiently while maintaining quality standards.
• Adapt to changing priorities in an all-hands-on-deck environment and assist with additional administrative duties as needed.

Essential Skills

• Proficiency in Microsoft Excel and Word.
• Strong typing and general computer skills.
• Ability to perform accurate and high-volume data entry.
• Prior basic administrative or data entry experience in an office or similar environment.
• Ability to work reliably and independently after training.
• Comfort with repetitive tasks and handling large volumes of paperwork.
• Experience working in a manufacturing setting.
• Familiarity with ERP systems; experience with Sage 100 is a plus but not required.
• Ability to follow directions well and work with minimal supervision once trained.
• Eligibility to work in an ITAR-regulated environment.

Additional Skills & Qualifications

• Experience with order entry and ERP systems in a business or manufacturing environment.
• Exposure to or understanding of ITAR-regulated facilities.
• Experience providing administrative support to purchasing, production, or accounts payable teams.
• General clerical experience, including filing, document organization, and record maintenance.
• Comfort working in a smaller team where wearing multiple hats is part of the role.
• Interest in learning and growing within the aerospace industry.
• Ability to adapt to changing workloads during peak seasons and heavier contract periods.

Work Environment

This role is based 100% onsite at an ITAR-regulated aerospace manufacturing facility. The site is approximately 5,500 square feet with a close-knit team of about 16 people, fostering an all-hands-on-deck culture where team members support one another and often wear multiple hats. The standard work hours are 6:00 a.m. to 2:30 p.m., with occasional overtime during peak seasons or heavier contract loads, including possible but infrequent Saturdays. The position is a long-term temporary role covering a leave of absence, with strong potential for conversion to a permanent position depending on business needs; the initial contract period is at least six months and may be extended. You will work closely with an operations leader who provides thorough training and development and then allows you to work independently without micromanagement. The environment uses ERP software (Sage 100) and Microsoft Office tools, and supports the production of aerospace lightning protection solutions. The workplace is structured, documentation-focused, and well-suited to someone who values routine, accuracy, and collaboration in a small-team setting.

Job Type & Location

This is a Contract to Hire position based out of Huntington Beach, CA.

Pay and Benefits

The pay range for this position is $21.50 - $21.50/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 Huntington Beach, CA.

Application Deadline

This position is anticipated to close on Oct 29, 2026.

Workplace Type

This is a fully onsite position in Huntington Beach,CA.

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.