Admin Assistant

Aston Carter; Madison (WI); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Paid Time Off

Job summary

Aston Carter is seeking an Administrative Assistant to provide comprehensive support to project teams and leadership in Madison, WI. You will manage front-office interactions, coordinate communications, and maintain project documents while assisting invoicing and general office administration.

This contract-to-hire role requires at least 2 years of admin or office support experience, a high school diploma (associate degree preferred), and proficiency with Microsoft Office.

Qualifications

• Minimum of 2 years of admin or office support experience.
• High school diploma or equivalent; associate degree preferred.
• Strong administrative and clerical skills with data entry accuracy.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel).
• Excellent verbal and written communication skills.
• Ability to multitask and stay organized in a fast-paced environment.

Responsibilities

• Answer and direct phone calls; respond to general inquiries.
• Greet clients, vendors, and visitors professionally.
• Coordinate communication among clients, PMs, subcontractors, and teams.
• Prepare proposals, contracts, changes, and project docs with accuracy.
• Support invoicing, billing, and payment tracking; maintain records.
• Maintain project files and documentation for easy retrieval.
• Schedule meetings and coordinate project activities for leaders.
• Order office supplies and assist with general admin tasks.

Skills

Administrative experience

Office software

Data entry

Communication skills

Education

Associate degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Job description

The Admin Assistant provides comprehensive administrative and clerical support to project teams and leadership, ensuring smooth day-to-day operations in a dynamic, client-focused environment. This role manages front-office interactions, coordinates communication among internal and external stakeholders, and maintains accurate project documentation and records while supporting invoicing, billing, and general office administration.

Responsibilities

• Answer and direct incoming phone calls in a courteous and professional manner and respond promptly to general inquiries.
• Greet clients, vendors, and visitors in a professional and welcoming manner and ensure they are directed appropriately.
• Coordinate communication between clients, project managers, subcontractors, and internal teams to support project activities.
• Assist with preparing proposals, contracts, change orders, and other project documentation with a high degree of accuracy.
• Support invoicing, billing, and payment tracking by maintaining organized and up-to-date records.
• Maintain project files, records, and documentation for accuracy, completeness, and easy retrieval.
• Schedule and coordinate meetings, appointments, and project-related activities for project managers and leadership.
• Order office supplies and assist with general office administration to ensure the office is well-stocked and efficiently run.
• Update and maintain customer and project information in company systems and databases.
• Provide administrative support to project managers and leadership as needed, including data entry, document preparation, and follow‑up on action items.
• Perform general clerical duties such as filing, copying, scanning, and organizing documents.
• Contribute to a positive and professional office atmosphere through reliable support and clear communication.

Essential Skills

• Minimum of 2 years of experience in administrative, office support, customer service, or construction administration roles.
• High school diploma or equivalent.
• Strong administrative and clerical skills, including accurate data entry and document management.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong organizational skills with the ability to multitask and manage multiple priorities effectively.
• Excellent verbal and written communication skills.
• Ability to work independently while maintaining a high level of productivity and reliability.
• Professional demeanor and strong attention to detail in all tasks.
• Comfort with using technology and office systems in a fast‑paced environment.

Additional Skills & Qualifications

• Associate degree is preferred.
• Experience supporting project managers or working in a project-based environment is beneficial.
• Background in construction administration or similar industry experience is an advantage.
• Demonstrated ability to coordinate schedules, meetings, and project-related activities.
• Strong interpersonal skills and the ability to build positive relationships with clients, vendors, and internal teams.
• Ability to adapt to changing priorities and handle confidential information with discretion.

Work Environment

This role operates in a professional office environment that supports project-driven work and regular interaction with clients, vendors, and internal teams. The Admin Assistant typically works standard business hours, with a focus on responsiveness and reliability throughout the day. Work is primarily performed on computers using Microsoft Office Suite and company systems, along with standard office equipment such as phones, printers, and scanners. The position requires a professional appearance and demeanor when greeting visitors and representing the office. The culture emphasizes teamwork, clear communication, and attention to detail, providing an environment where organized, proactive administrative support is highly valued.

Job Type & Location

This is a Contract to Hire position based out of Madison, WI.

Pay And Benefits

The pay range for this position is $24.00 - $28.00/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 Madison,WI.

Application Deadline

This position is anticipated to close on Oct 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® 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 [e-mail] 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.