Onsite Project Admin & Contracts Coordinator

Talentify; Reading (Berks County); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Short and long-term disability

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

PTO / Vacation / Sick Leave

Job summary

Aston Carter is seeking a Project Administrator to support project managers, customers, and internal teams with essential documentation, invoicing, and records management. This full-time, on-site role is based in Reading, PA, with a Monday–Friday schedule from 7:30 a.m. to 4:00 p.m.

and a contract-to-hire path. You will handle contracts, payments, and communications to ensure accurate, timely project delivery.

Qualifications

• 2+ years of office or administrative experience.
• Proficiency with Microsoft Office applications.
• Strong administrative support with attention to detail and accuracy.
• Excellent oral and written communication skills for customer and internal interactions.
• Customer service orientation with the ability to handle inquiries professionally.
• Strong time-management skills with the ability to prioritize and meet deadlines.
• Organized and focused approach to managing multiple tasks and responsibilities.
• Ability to work effectively as a team player in a collaborative environment.
• Deadline-driven mindset with a commitment to completing work on time.

Responsibilities

• Assist project managers with day-to-day administrative duties and processes to support project execution.
• Maintain accurate and up-to-date job information and project records in relevant systems and files.
• Prepare project-related contracts and documentation in a timely and accurate manner.
• Support invoicing activities, including preparing and processing invoices for completed jobs.
• Audit completed jobs to verify accuracy of documentation, billing, and project details.
• Serve as a primary point of contact for customers and facilitate clear, professional communications, both oral and written.
• Answer incoming phone calls, respond to inquiries, and direct customers to project managers or other appropriate staff members.
• Coordinate and communicate with insurance and mortgage companies as needed for project-related matters.
• Collect customer payments and accurately apply them to the appropriate accounts.
• Assist Accounts Payable by entering purchase orders and supporting related administrative tasks.
• Provide general administrative support to the project team and contribute to a collaborative, team-oriented environment.
• Manage time effectively to meet deadlines and ensure that administrative tasks are completed promptly.

Skills

Office administration

Customer service

Communication

Time management

Team collaboration

Attention to detail

Multitasking

Problem solving

Tools

Microsoft Office

Job description

Aston Carter is seeking a Project Administrator to support project managers, customers, and internal teams with essential documentation, invoicing, and records management. This full-time, on-site role is based in Reading, PA, with a Monday–Friday schedule from 7:30 a.m. to 4:00 p.m.

and a contract-to-hire path. You will handle contracts, payments, and communications to ensure accurate, timely project delivery.