Administrative Assistant

Aston Carter; California (MO); On-site; USD 29,000 - 30,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

PTO

Job summary

Aston Carter in Ontario, CA is seeking an Administrative Assistant to provide administrative and customer support by processing inbound orders, maintaining documentation, and managing multiple customer accounts.

The role emphasizes accurate data entry, CRM management, and clear communication with customers and internal teams to ensure timely order handling. This contract-to-hire, fully onsite position offers hourly pay of $21.00–$22.00 and benefits eligibility according to company policy.

Qualifications

• High school diploma or equivalent.
• 1+ year of Administrative Assistant or similar role.
• Experience in fast-paced environments.
• Background in customer service and clerical work.
• Familiarity with CRM systems and online order entry platforms.
• Ability to adapt to changing priorities and support multiple CX functions.

Responsibilities

• Process inbound customer orders promptly and accurately, ensuring all required information is captured.
• Communicate order status and updates to customers clearly and timely.
• Review order accuracy and verify documentation are complete.
• Enter orders from fax, email, voicemail, and online systems into platforms.
• Maintain professional relationships with customers for long-term satisfaction.
• Manage multiple customer accounts with consistent, reliable support.
• Perform accurate data entry and maintain up-to-date CRM records.
• Prepare and organize reports and documentation with attention to detail.
• Coordinate with Transportation, Purchasing, Finance, and Warehouse teams.
• Demonstrate problem-solving and prioritization in handling requests.

Skills

Excellent verbal and written comms

Organizational skills

Attention to detail

MS Office proficiency

Accurate data entry

Time management

Problem solving

Education

High school diploma or equivalent

Tools

CRM systems

Online order entry platforms

Microsoft Office (Word, Excel, Outlook)

Job description

Job Description

Job Description

Job Title: Administrative Assistant

Job Description

The Administrative Assistant provides comprehensive administrative and customer support by processing inbound orders, maintaining accurate documentation, and managing multiple customer accounts. This role focuses on accurate data entry, CRM management, and clear communication with customers and internal teams to ensure timely and efficient order handling. The position requires strong organizational skills, attention to detail, and the ability to work independently while collaborating effectively across cross-functional departments.

Responsibilities

• Process inbound customer orders promptly and accurately, ensuring all required information is captured.
• Communicate order status and updates to customers in a clear, professional, and timely manner.
• Review the accuracy of incoming and outgoing orders and verify that all documentation is complete and correct.
• Collect and input orders received via fax, email, voicemail, and online order entry systems into the appropriate platforms.
• Build and maintain professional, positive, and proactive relationships with customers to support long-term account satisfaction.
• Manage multiple assigned customer accounts, ensuring each account receives consistent and reliable support.
• Perform accurate data entry and maintain up-to-date records within CRM and other business systems.
• Prepare, update, and organize reports and documentation with strong attention to detail.
• Prioritize and route customer requests appropriately through coordination with Transportation, Purchasing, Finance, and Warehouse teams.
• Apply problem-solving and critical-thinking skills to intake and manage customer requests and resolve issues efficiently.
• Manage time effectively and demonstrate a strong sense of urgency when handling orders and customer inquiries.
• Use Microsoft Office, CRM tools, and other systems proficiently to support daily administrative and customer service tasks.
• Collaborate as a team player and adapt to support multiple customer experience (CX) functions as needed.

Essential Skills

• Excellent verbal and written communication skills to interact with customers and internal teams professionally.
• Strong organizational skills with the ability to multitask and manage multiple accounts and responsibilities simultaneously.
• High level of attention to detail in data entry, reporting, and documentation.
• Ability to thrive in an independent work environment, demonstrating self-motivation and a structured approach to tasks.
• Skill in establishing and maintaining effective working relationships with customers and colleagues.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Accurate data entry skills and experience managing information within CRM systems.
• Demonstrated time management skills and a strong sense of urgency in completing tasks.
• Problem-solving and critical-thinking abilities for managing customer requests and resolving issues.

Additional Skills & Qualifications

• High school diploma or equivalent.
• At least 1 year of experience as an Administrative Assistant or in a similar administrative support role.
• Experience providing administrative support in a fast-paced environment.
• Background in customer service and clerical work, including handling customer inquiries and documentation.
• Familiarity with CRM systems and online order entry platforms.
• Ability to adapt to changing priorities and support multiple customer experience functions.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $21.00 - $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 Ontario,CA.

Application Deadline

This position is anticipated