Project Admin & Documentation Specialist

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

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.