Administrative Assistant

Job Description

This role combines front office reception with administrative and logistical support to ensure smooth daily operations. The Receptionist & Administrative Assistant answers and directs incoming calls, greets and assists visitors, manages shipping and receiving activities, and supports research-related documentation and data handling. This position requires strong organizational skills, attention to detail, and the ability to work independently while supporting a collaborative, family-oriented team with room for growth.

Responsibilities

• Answer incoming calls in a professional manner, route calls to the appropriate personnel, relay accurate messages, and notify staff when visitors arrive.
• Welcome visitors at the front desk, provide assistance as needed, and maintain a professional and organized reception area.
• Scan and transfer study-specific raw data to clients, ensuring accuracy, confidentiality, and timely delivery.
• Transcribe and maintain facility temperature monitoring records for freezers and chemical storage areas, ensuring records are accurate and up to date.
• Collect, transcribe when applicable, compile, organize, and maintain weather data from CIMIS and the Research For Hire Experimental Farm Station.
• Manage transactions and documentation for all shipping and receiving activities, including general and chemical shipments.
• Finalize Federal Express, UPS, and other carrier waybills, ensuring all shipment information is accurate and complete.
• Assign and identify test substances with appropriate container numbers, maintaining clear and traceable records.
• Complete Receiving Reports for all incoming and outgoing shipments, log shipments accurately, and distribute copies to appropriate personnel and files.
• Document trial activities in appropriate study or facility logbooks, ensuring entries are clear, complete, and compliant with internal requirements.
• Assist with outdoor field studies as needed, including supporting the preparation of written reports and summaries.
• Maintain and assist others in maintaining a clean, safe, and organized work environment.
• Recognize situations where Good Laboratory Practices, Standard Operating Procedures, or protocol requirements may not be met and immediately communicate these situations to supervisory staff.
• Provide general administrative support, including data entry, filing, document scanning, and clerical tasks.
• Use Microsoft Office applications, including Excel and Outlook, to support administrative, logistical, and reporting activities.
• Deliver courteous and effective customer service to internal staff, external clients, and visitors.
  
  

Essential Skills

• Experience in receptionist, secretarial, or front desk roles with strong customer service skills.
• Proficiency in general office and clerical work, including filing, scanning, and document management.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Working knowledge of Microsoft Office, including Excel, Outlook, and other Microsoft applications.
• Ability to work independently, stay organized, and manage multiple tasks in a fast-paced environment.
• Professional phone etiquette and clear, professional spoken communication.
• Ability to support logistics and shipping activities, including preparing and processing shipping documentation.
• Detail-oriented approach to maintaining records, logs, and documentation related to studies, shipments, and facility operations.
• Commitment to quality assurance and adherence to procedures such as Good Laboratory Practices and Standard Operating Procedures.
  
  

Additional Skills & Qualifications

• High school diploma.
• Experience with data entry and maintaining accurate logs and records.
• Familiarity with research environments, including exposure to botany, field studies, or experimental farm operations.
• Experience in administrative support roles, including front desk and general office administration.
• Customer service experience in a receptionist or administrative setting.
• Knowledge of logistics processes, including shipping, receiving, and carrier coordination.
• Certification in shipping regulations for chemicals and hazardous materials, with a willingness to keep certifications current.
• Experience supporting quality assurance processes or working in environments governed by Good Laboratory Practices or Standard Operating Procedures.
  
  

Work Environment

This is a full-time, on-site position with hours from Monday through Friday, 7:30 AM to 4:30 PM. The role is primarily office-based at the front desk and in administrative areas, with some support for outdoor field studies at a research farm station. You will work with standard office equipment and software, including computers, scanners, and Microsoft Office applications, while also handling shipping materials and documentation for general and chemical shipments. The organization fosters a family-oriented culture with a collaborative team and significant room for growth. The work environment emphasizes safety, cleanliness, and adherence to established procedures, particularly around chemical storage, temperature monitoring, and research-related documentation. Professional attire and demeanor are expected when interacting with clients, visitors, and colleagues.

Job Type & Location

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

Pay And Benefits

The pay range for this position is $18.00 - $19.00/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 PORTERVILLE,CA.

Application Deadline

This position is anticipated to close on May 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.