Administrative Assistant

"Are you looking for a role that combines your elite customer service skills with your expertise in office operations?"

Job Title:

Administrative Assistant Job Description This Administrative Assistant role provides comprehensive administrative and accounts receivable support in a busy office environment. You will manage daily office operations, coordinate schedules and travel, support accounts receivable collections and payment processing, and maintain strong relationships with customers and internal teams. The position requires proficiency in both English and Spanish, strong customer service skills, and solid experience with accounts receivable processes and office software. Responsibilities Provide direct administrative support, including scheduling appointments, meetings, and events. Coordinate travel arrangements and manage related logistics. Maintain organized file systems and update contacts, databases, and employee lists. Handle mailing and shipping of packages in a timely and accurate manner. Oversee and maintain office equipment to ensure uninterrupted function, including identifying needs and arranging repairs or replacements. Monitor office supply levels, acquire necessary supplies, and manage vendor relationships. Coordinate food deliveries for meetings and events when requested. Facilitate accounts receivable collections, including making direct customer contact to obtain payment details and resolve issues. Maintain and monitor customer relationships through inbound and outbound calls and face-to-face interactions. Process and collect cash, credit, and check payments, ensuring accuracy and proper documentation. Scan and post all payment types into the appropriate systems. Provide accurate payment remittance details to the finance team in a timely manner. Support inventory control activities, including internal and external product replenishment ordering, as needed. Assist with production entries and related administrative documentation. Perform data entry tasks accurately and efficiently, including work in systems such as Sage and Salesforce. Deliver responsive and professional customer service to internal and external stakeholders. Support operations and other internal teams by fostering and maintaining positive working relationships. Perform general clerical and administrative assistance duties as assigned, including use of Microsoft Office and Microsoft Excel. Essential Skills Proficiency in both English and Spanish, with the ability to communicate clearly in both languages. Demonstrated experience with accounts receivable processes. Experience handling check deposits accurately and securely. Experience working with aging reports and following up on outstanding balances. Strong customer service skills, including handling inbound and outbound calls and in-person interactions. Proficiency with Microsoft Office applications, including Word, Outlook, and Excel. Ability to perform accurate and efficient data entry. Strong administrative and clerical skills, including scheduling, filing, and document management. Ability to manage multiple tasks, prioritize work, and meet deadlines. Strong attention to detail and accuracy in handling financial and administrative information. Additional Skills & Qualifications Experience using Sage for accounting or data entry tasks. Experience using Salesforce or similar customer relationship management (CRM) systems. Background in collections or accounts receivable collections. Experience with inventory control and product replenishment ordering. Experience supporting operations or internal support teams in an office setting. Strong interpersonal skills and the ability to build and maintain positive internal and external relationships. Ability to work independently while also collaborating effectively with colleagues. Organizational skills and the ability to maintain structured records and documentation. Work Environment This position is based in an office environment. You will work with standard office equipment, including computers, phones, and office machines, while using software such as Microsoft Office, Sage, and Salesforce. The role involves frequent interaction with customers and internal teams by phone, email, and in person. The work setting is structured and detail-oriented, with a focus on accurate financial processing, organized administrative support, and responsive customer service. Job Type & Location This is a Contract to Hire position based out of Mcclellan, CA. Pay and Benefits The pay range for this position is $19.00 - $23.00/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 Mcclellan,CA.

Application Deadline This position is anticipated to close on May 15, 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® double diamond 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.