Administrative And Project Management Assistant

Job Title

Administrative and Project Management Assistant

Job Description

The Administrative and Project Management Assistant provides front-desk coverage, administrative support, and accounting assistance to multiple departments. This role serves as the primary point of contact for incoming calls and visitors, supports project management with job setup and file maintenance, and assists the accounting team with accounts payable, accounts receivable, and cash sales processing. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced office environment.

Position Responsibilities

• Serve as the primary front desk contact from 8:00 a.m. to 4:30 p.m., answering incoming phone calls and directing them to the appropriate team members.
• Greet and assist walk-in visitors, providing information or directing them to the appropriate person or department.
• Provide job applicants with job applications and ensure they receive appropriate instructions or direction.
• Become proficient in using JobBoss for applications across all areas of the company.
• Provide primary administrative support to the Project Management department as directed, including tracking and managing customer files.
• Perform general administrative duties associated with process work that can be completed at the front desk.
• Create new jobs in JobBoss from purchase orders received, including work such as grinding and leveling, blasting, and other job types as required.
• Print travelers and ensure they are properly prepared and organized for production and project management needs.
• Create new physical job files for grinding and leveling jobs when needed.
• Create new electronic folders on the server for jobs as needed and, when possible, save PDF drawings and related documentation.
• Perform all other administrative functions related to project management as directed.
• Assist the Accounting department with accounts payable tasks, including printing and processing most incoming invoices.
• Print and file order confirmations as required to support purchasing and accounting processes.
• Enter and select invoices to be paid to vendors on a weekly basis in accordance with established procedures.
• Pull invoices that are scheduled for payment and prepare them for processing.
• Prepare checks for mailing by placing them in envelopes, sealing, and stamping them.
• File all created and paid invoices and checks in an organized and timely manner.
• Match invoices to packing lists, purchase orders, and associated paperwork to ensure accuracy and completeness.
• Perform accounting clerical duties, including creating new folders for accounts payable and accounts receivable each year.
• Sort, box, label, and organize yearly files and invoices for proper record keeping and storage.
• Process cash sales by creating packing lists, generating invoices, and processing payments accurately.
• Provide additional administrative support to Purchasing, Accounting, Project Management, and Estimating as directed by ownership.
• Perform other related duties and responsibilities as assigned to support smooth office and administrative operations.
  
  

Skills And Qualifications Required

• At least 2 years of administrative experience in an office environment.
• At least 2 years of accounting experience, including exposure to accounts payable and accounts receivable processes.
• High school diploma or GED.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related applications.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Experience providing front desk and customer service support, including handling phones and walk-in visitors.
• Ability to perform accounts payable tasks such as invoice processing, matching invoices to purchase orders and packing lists, and filing.
• General understanding of accounting processes and terminology.
• Strong organizational and filing skills for both physical and electronic records.
• Ability to provide administrative support across multiple departments and manage competing priorities.
  
  

Work Environment

This is an on-site, front-desk office role that uses JobBoss as the primary internal system, along with Microsoft Office applications such as Outlook, Word, and Excel. The standard working hours are Monday through Friday from 8:00 a.m. to 4:30 p.m. The position involves frequent interaction with visitors, applicants, customers, and internal staff, as well as regular use of office equipment such as computers, phones, and printers. The work environment is structured and process-driven, with a focus on accurate documentation, organized filing, and timely support for project management, accounting, purchasing, and estimating activities.

Job Type & Location

This is a Contract to Hire position based out of Fond Du Lac, WI.

Pay And Benefits

The pay range for this position is $22.00 - $25.00/hr.

Requirements

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 Fond Du Lac,WI.

Application Deadline

This position is anticipated to close on Jun 1, 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® double diamond 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 astoncarteraccommodation@astoncarter.com 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.