Administrative Coordinator

Job Title: Administrative Support and Customer Service Specialist

Job Description

This role provides comprehensive administrative and customer service support in a busy office environment. You will handle data entry from manifests, manage documents and spreadsheets, support dispatch and transportation activities, and assist internal teams with paperwork, invoicing, and customer communications. The position is ideal for a detail-oriented professional who enjoys working with Microsoft Office, interacting with customers, and contributing to efficient daily operations in a large organization with opportunities for growth.

Responsibilities

• Learn and use the company’s systems to accurately enter data from manifests, ensuring all information is complete and correct.
• Scan, upload, and report documentation in a timely and organized manner.
• Create and update Word documents and Excel spreadsheets to support daily operations and reporting needs.
• Perform general office duties, including creating shipping documents, filing, opening mail, and managing incoming and outgoing correspondence.
• Receive visitors, answer phone calls, and provide assistance or direct inquiries to the appropriate department or person.
• Exercise discretion and interpretive judgment when working with outside vendors to support operational needs.
• Create, review, and arrange manifests into packages, and confirm destinations on manifests to support dispatch and transportation activities.
• Assist Sales and Field Technical Services teams with paperwork, invoicing, and customer communications.
• Prepare, mail, and ship packages through USPS, UPS, and FedEx, and handle stuffing and sealing of mailings.
• Support dispatch and transportation-related customer service activities as needed.
• Maintain good team communication and collaborate effectively with colleagues.
• Use Microsoft Teams to communicate and coordinate with team members.

Essential Skills

• High school diploma or equivalent education.
• 1–2 years of experience in an office environment.
• At least 2 years of experience using Excel or Microsoft Office.
• Experience with spreadsheets, including creating and updating documents in Microsoft Excel.
• Customer interaction experience, demonstrating strong customer service skills.
• Dispatch experience or exposure to dispatch and transportation-related activities.
• Proficiency with Microsoft Office, including Microsoft Excel, Word, and Outlook.
• Experience performing administrative support, clerical tasks, and front desk duties.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to learn new systems and processes quickly and apply them consistently.
• Excellent communication skills for working with customers, vendors, and internal teams.

Work Environment

This is a full-time, on-site role in an office environment, working five days per week.

Job Type & Location

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

Pay and Benefits

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

Workplace Type

This is a fully onsite position in Pomona,CA.

Application Deadline

This position is anticipated to close on Sep 18, 2026.

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.