Administrative Assistant/bookkeeper

Aston Carter; Fresno (CA); On-site; USD 30,000 - 42,000; Part time

Job summary

Aston Carter is seeking a part-time administrative professional to support billing, payroll, and project administration in Fresno, CA. The role covers front desk duties, accounts payable, and coordination of schedules and project documents.

You will use Sage and MS 365 daily and collaborate with leadership and field personnel to ensure accurate financial and operational records. The position is contract-to-hire, approximately 30 hours per week, with a focus on accuracy, organization, and timely

Qualifications

• High School Diploma or equivalent required.
• 2+ years of administrative support experience.
• Experience with billing, payroll processing, and accounts payable functions.
• Proficiency with Microsoft 365 Business, including Outlook, Excel, Word, and Teams.
• Strong data entry skills with high accuracy.
• Experience with accounts payable and accounts receivable processes.
• Experience providing administrative support and front desk operations.
• Proficiency in Microsoft Excel for data entry, tracking, and reporting.
• Strong organizational, multitasking, and time-management skills.
• Excellent attention to detail and accuracy in administrative and financial tasks.
• Strong verbal and written communication skills with customers, vendors, and staff.
• Ability to work independently and collaboratively in a fast-paced environment.
• Comfort using email, calendar management, and scheduling tools.
• Ability to manage competing deadlines while maintaining quality.

Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet visitors and assist with inquiries from front desk.
• Open, sort, and distribute mail and deliveries.
• Maintain filing systems for easy retrieval of documents.
• Handle general office correspondence and administrative tasks.
• Assist with special projects as assigned by leadership.
• Prepare and process customer invoices and billing documentation.
• Enter, track, and maintain Accounts Payable records.
• Coordinate vendor communications and invoice reconciliation.
• Support accounting using Sage and maintain financial records.
• Ensure billing and accounting docs are complete and filed.
• Collect and submit employee timesheets and payroll data accurately.
• Coordinate employee schedules and workforce planning.
• Ensure payroll data is submitted on time.
• Maintain employee records and administrative docs.
• Prepare project proposal packets and bid packages.
• Assist with project-related correspondence and reports.
• Coordinate meetings and project schedules for managers.
• Maintain project files and accessibility of docs.
• Provide admin/operational support throughout projects.
• Use Microsoft 365 apps for daily tasks (Outlook, Excel, Word, Teams).
• Perform data entry for billing, payroll, and project data.
• Provide general administrative support including scanning and filing.
• Assist with logistics coordination for office and project ops.
• Maintain professional presence with staff, leadership, and field personnel.

Skills

Data entry

Billing & payroll

Microsoft Excel

Microsoft 365

Accounts payable/receivable

Administrative support

Attention to detail

Verbal & written communication

Independent work

Calendar management & email

Education

High School Diploma or equivalent

Associate Degree preferred

Tools

Sage Accounting Software

Microsoft 365 Business

Job description

PART-TIME ROLE WORKING ROUGHLY 30 HOURS A WEEK!

Responsibilities

• Answer and direct incoming phone calls in a professional and courteous manner.

• Greet visitors, provide a welcoming front desk presence, and assist with customer inquiries.

• Open, sort, and distribute incoming mail and deliveries in a timely and organized manner.

• Maintain organized electronic and physical filing systems to ensure easy retrieval of documents.

• Manage general office correspondence and perform a wide range of administrative tasks.

• Assist with special projects and perform additional duties as assigned by leadership.

• Prepare and process customer invoices and billing documentation accurately and on schedule.

• Enter, track, and maintain Accounts Payable records to support financial accuracy.

• Assist with vendor communications, including invoice reconciliation and follow-up as needed.

• Support accounting functions using Sage software and maintain accurate financial records.

• Ensure all billing and accounting documentation is complete, accurate, and properly filed.

• Collect, review, and submit employee timesheets and payroll data in an accurate and timely manner.

• Coordinate employee schedules and assist with workforce planning to support operational needs.

• Ensure payroll information is submitted on time and in compliance with internal procedures.

• Maintain employee records and related administrative documentation in an organized manner.

• Prepare and assemble project proposal packets, bid packages, and supporting documentation.

• Assist with project-related correspondence, reports, and document management.

• Coordinate meetings, appointments, and project schedules for project managers and teams.

• Maintain project files and ensure all documentation is organized, current, and accessible.

• Support project managers with administrative and operational needs throughout the project lifecycle.

• Use Microsoft 365 applications, including Outlook, Excel, Word, and Teams, to support daily tasks such as email management, calendar coordination, data entry, and document preparation.

• Perform data entry with a high level of accuracy for billing, accounts payable, payroll, and project-related information.

• Provide general administrative support including scanning, filing, clerical tasks, and front desk coverage.

• Assist with logistics coordination as needed to support office and project operations.

• Maintain a professional and supportive presence for internal staff, leadership, project managers, and field personnel.

Essential Skills

• High School Diploma or equivalent required.

• 2+ years of experience in administrative support, office coordination, accounting, or project support.

• Experience with billing, payroll processing, and accounts payable functions.

• Proficiency with Microsoft 365 Business, including Outlook, Excel, Word, and Teams.

• Strong data entry skills with a high level of accuracy and attention to detail.

• Experience with accounts payable and accounts receivable processes.

• Demonstrated experience providing administrative support, including filing, scanning, clerical work, and front desk operations.

• Proficiency in Microsoft Excel for data entry, tracking, and reporting.

• Strong organizational, multitasking, and time-management skills.

• Excellent attention to detail and accuracy in all administrative and financial tasks.

• Strong verbal and written communication skills for interacting with customers, vendors, and internal staff.

• Ability to work independently and collaboratively in a fast-paced environment.

• Comfort using email, calendar management, and scheduling tools to support office and project operations.

• Ability to manage competing deadlines while maintaining quality and accuracy.

Additional Skills & Qualifications

• Associate Degree in a related field preferred.

• Prior experience in construction, manufacturing, or a related industry preferred.

• Experience using Sage Accounting Software preferred.

• Experience preparing project proposal packets, bid packages, or project documentation.

• Knowledge of construction project administration processes.

• Strong customer service skills and the ability to handle inquiries professionally.

• Effective problem-solving abilities and sound judgment when handling issues or escalations.

• Experience with logistics coordination is a plus.

• Ability to support leadership, project managers, and field personnel with professionalism and discretion.

Work Environment

This is an on-site, office-based role in a professional but relaxed environment. The workplace is primarily an office setting where you will perform front desk, administrative, and project support functions while collaborating closely with leadership, project managers, and field personnel. The environment has a strong team-oriented culture that values teamwork, quality, and customer service, and you will play a vital role in supporting company operations, project success, and financial processes. Dress is casual-professional, with jeans and a neat shirt acceptable, provided clothing is in good condition and free of holes. Daily work involves regular use of computers and Microsoft 365 tools, as well as standard office equipment for filing, scanning, and document management

Job Type & Location

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

Pay and Benefits

The pay range for this position is $26.00 - $26.00/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)

Job Type & Location

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

Application Deadline

This position is anticipated to close on Nov 3, 2026.

Workplace Type

This is a fully onsite position in Fresno,CA.

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] ([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.