Administrative Assistant

Job Title: Urgent Opening Administrative Assistant - Interview Times for This Week!

Job Description

The Administrative Assistant provides comprehensive support to a smaller corporate office by managing case-related administrative tasks, maintaining accurate data in proprietary systems, and serving as a key point of contact for clients, outside professionals, and remote staff. This role supports the full lifecycle of case processing, from initial intake and documentation through file preparation and coordination with external parties, while upholding high standards of organization, customer service, and accuracy.

Responsibilities

• Assist clients in identifying appropriate cases and submitting them for various products and services.
• Maintain regular contact with an assigned list of clients and provide timely updates on the status of existing cases.
• Enter and maintain all required data fields accurately in the proprietary software system (CIS).
• Support staff in processing and expediting assignments through each stage of completion.
• Answer incoming phone calls as needed and route inquiries appropriately.
• Handle shipping and receiving of packages, mail, and related materials as needed.
• Use Microsoft Office applications, including Excel, to update, track, and document case information.
• Communicate professionally with outside parties and remote employees via telephone and Outlook email.
• Assist in scheduling professional appointments with outside parties such as physicians, attorneys, and other professionals.
• Scan, classify, and assign documents to the correct folders within case files to maintain organized 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 overall office operations.
• Manage and maintain a maximum caseload of up to 250 cases while ensuring accuracy and timeliness.

Essential Skills

• Proficient customer service skills with the ability to communicate clearly and professionally with clients and external partners.
• Strong data entry skills, including the ability to accurately enter approximately 30 data fields per day.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Ability to learn and effectively use proprietary software systems such as CIS.
• Excellent organizational skills to manage multiple cases and tasks simultaneously.
• Effective time management skills to handle a high volume of cases and meet deadlines.
• Strong desire to learn and grow within the role and organization.

Additional Skills & Qualifications

• Bachelors degree.
• Experience working in an administrative, office, or customer service environment.
• Comfort working with medical files and professional documentation.
• Interest in developing into a leadership or managerial role as opportunities arise.

Work Environment

This role is based in a smaller corporate work environment that offers a professional and collaborative office setting. You will work extensively with proprietary software (CIS), Microsoft Office applications, and Outlook for communication and documentation. The position involves regular interaction with clients, outside professionals such as physicians and attorneys, and remote employees via phone and email. The organization emphasizes stability, with very low turnover, and offers opportunities for growth, including the potential to transition into a permanent role and progress into managerial responsibilities over time.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $22.60 - $24.04/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 Somerville, NJ.

Application Deadline

This position is anticipated to close on Nov 10, 2026.

Workplace Type

This is a fully onsite position in Somerville,NJ.

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.