Administrative Support

Talentify; Pittsburgh (Allegheny County); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Short/long-term disability

Health Spending Account

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter seeks an Office Administrator in Pittsburgh, PA for onsite, contract work supporting clerical, HR, payroll, and sales administration. You will liaise between local regions and centralized centers, maintain office processes, handle documentation, and ensure professional communication.

You will balance route accounting, assist HR/recruiting tasks, manage calls, and support the finance team for payroll and record-keeping in a fast-paced environment.

Qualifications

• Must have a High School Diploma or GED.
• Payroll support and data accuracy experience.
• HR documentation and recruitment coordination experience ideal.
• Strong verbal and written communication and organizational skills.

Responsibilities

• Provide regional administrative support to the General Sales Manager and branches.
• Handle mail, shipments, supplies, and office equipment maintenance.
• Maintain efficient day-to-day office operations and professional environment.
• Support finance shared services with payroll paperwork and inquiries.
• Balance Encompass Route Accounting System daily for routes and document correctly.
• Advise Talent Business Partner on HR policies and procedures.
• Assist talent dept with new hire paperwork, timecards, and recruiting docs.
• Answer incoming calls and route to appropriate contacts promptly.

Skills

Microsoft Office

Administrative support

Payroll support

HR coordination

Communication skills

Smartphone tech

Organizational skills

Time management

Customer service

Phone etiquette

Education

High School Diploma or GED

Job description

Job Title: Office AdministratorJob Description

The Office Administrator provides comprehensive office support across clerical, human resources, finance, and sales-related activities. This role serves as a key liaison between the local region and centralized service centers, ensuring smooth day-to-day operations, accurate documentation, and professional communication. The Office Administrator supports branch leadership, maintains efficient office processes, and embodies core values of professionalism, focus, passion, and responsibility while representing the brand in the market.

Responsibilities

• Provide regional administrative support to the General Sales Manager and branch operations, which may include multiple locations.
• Manage all office administrative activities, including daily mail handling, FedEx and UPS package deliveries and shipments, ordering office supplies, and coordinating maintenance of office equipment.
• Oversee day-to-day office operations to ensure a well-organized, efficient, and professional work environment.
• Support the finance shared services center with daily route paperwork, payroll processing, and customer account inquiries.
• Perform the Encompass Route Accounting System daily balancing function for all routes in the assigned facility and ensure all required documentation is collected and accurate.
• Act as a key partner to the Talent Business Partner by consulting on questions related to human resources policies and procedures.
• Assist the talent department with new hire paperwork completion, timecard tracking, recruiting documentation, uniform ordering and tracking, and answering general HR process or policy questions.
• Professionally answer all incoming office phone calls and ensure calls are directed to the appropriate contacts in a timely manner.
• Ensure proper filing of documents and adhere to record retention policies for all pertinent records.
• Plan, coordinate, and organize various meetings and events, including logistics and administrative support.
• Code operating expenses and obtain approval from the General Sales Manager in accordance with company guidelines.
• Support sales teams with Tell-Sell calling duties where applicable to help drive customer engagement.
• Adhere to all applicable state and federal record retention and posting guidelines.
• Work collaboratively across the organization, sharing best practices and supporting cross-functional teamwork.
• Lead by example by following company standards and core values in all interactions and tasks.
• Maintain a professional representation of the company and brand when working in the market or interacting with external partners.
• Perform other related administrative duties as assigned to support business needs.

Essential Skills

• High School Diploma or GED.
• Proficiency in Microsoft Office applications.
• Administrative support and clerical skills, including mail handling and office coordination.
• Experience with payroll support and data accuracy responsibilities.
• Human resources support capabilities, including recruitment process assistance and HR documentation.
• Strong verbal and written communication skills.
• Strong technical skills with smartphone technology.
• Strong organizational skills with the ability to set and manage multiple priorities effectively.
• Exceptional time management skills and consistent punctuality.
• Customer service skills and professional phone etiquette.

Additional Skills & Qualifications

• Prior experience in customer service, human resources, office management, or accounting is preferred.
• Direct store delivery or route accounting experience is a plus.
• Additional language skills are an advantage.
• Experience supporting recruitment processes, including handling recruiting paperwork and coordination.
• Familiarity with route accounting systems such as Encompass is beneficial.
• Ability to work collaboratively across departments and share best practices.
• Comfort working in a fast-paced environment with evolving priorities.

Work Environment

This is a 100% onsite role with a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. The position is based in an office environment that involves regular interaction with branch operations, finance, human resources, and sales teams. Daily work includes handling mail and packages, managing office supplies and equipment, and using computer systems and smartphone technology to support route accounting, payroll, and HR processes. The atmosphere is professional and focused on collaboration, accuracy, and service. The role offers the opportunity to transition to a permanent position and to grow within a structured, values-driven organization. Professional attire is expected to maintain a polished representation of the company and brand.

Job Type & Location

This is a Contract position based out of Pittsburgh, PA.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/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 Pittsburgh,PA.

Application Deadline

This position is anticipated to close on Aug 22, 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.