Job Title: Administrative AssistantJob Description
The Administrative Assistant will perform a diverse array of clerical and administrative duties. This person will work primarily on their own but will be needed to work with both administrative and production teams in a supportive capacity to keep the office running as efficiently as possible. The ideal candidate will be able to work independently while remaining available to assist others when needed and interact with clients, contractors, or vendors in a courteous and professional manner. The Administrative Assistant must demonstrate exceptional written and verbal communication skills as well as excellent organizational and time management skills. They must pay close attention to detail while being able to think critically and solve challenges in a fast-paced office. Collaboration with other assistants and managers within the organization is critical for this position.
Responsibilities
- Maintain efficient flow of information to support other departments within the organization and handle day-to-day administrative duties.
- Operate a variety of small office equipment - personal computer, printer, scanner, etc.
- Demonstrate proficiency and efficiency in Microsoft Word, Excel, Outlook.
- Screen incoming calls for management and handle initial customer interactions.
- Order office supplies.
- Answer office phone calls.
- Provide the first level of customer service to customer calls, emails, and/or social media messages.
- Review daily mail and distribute accordingly.
- Receive and check all office deliveries and distribute accordingly.
- Print monthly vehicle maintenance checklists and distribute by the 15th of every month.
- Schedule estimates for salespeople.
- Create customer sheets and ensure all information is properly completed before typing a proposal.
- Type and send proposals.
- Follow up on proposals sent (on the day of sending, 1 and 3 weeks after sending) and update CRM.
- QuickBooks data entry - bills, credit card slips, vendor receipts, etc.
- Scan and save all documents in correct OneDrive folders.
- Oversee CRM database.
- Schedule and send all customer reminders via email/text/etc. through CRM.
- Generate closing ratio reports for sales staff in CRM - monthly (provide to sales manager).
- Create customer acquisition reports from CRM (source of lead).
- Maintain office supply inventory.
- Apply for and maintain a notary's license (insurance provided by employer).
- Attend production meetings, record notes, and save to appropriate document immediately following the meeting.
- Create written SOPs for all job duties to be reviewed/updated by employee every 6 months and then shared with the president.
- While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, printer, telephone, and keyboard. You may also be required to lift items (such as a case of water or paper) up to about 40 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Skills
- 2+ years administrative experience preferably for a mechanical contractor or construction company but not required.
- Proficiency in Microsoft Office including basic QuickBooks experience.
- Good people and customer service skills.
Additional Skills & Qualifications
- Communicate effectively both verbally and in written form.
- Possess a friendly demeanor and strong interpersonal skills to create positive relationships with coworkers, clients, and vendors, and to promote and protect our positive company culture.
- Demonstrate composure and resilience in all situations.
- Ability to work independently, multitask, and maintain a team-like atmosphere.
- Adaptable to company procedures and able to accept constructive criticism.
Work Environment
Office Environment. The hours are Monday to Friday, 8:00 AM - 4:30 PM. Dress code is business casual. There may be an implementation of a one-week on-call schedule where the person would be responsible to take calls after hours for any emergencies that happen.
Pay and Benefits
The pay range for this position is $20.00 - $22.00/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 Allentown,PA.
Application Deadline
This position is anticipated to close on Apr 25, 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 (%) for other accommodation options.