Administrative Assistant

Job Title: Administrative Assistant

Job Description

The Administrative Assistant serves as the primary point of contact for customers and ensures they receive a consistently world-class customer experience. This role plays a key part in supporting site operations by converting customer orders into production orders, coordinating materials and tooling, and maintaining clear communication between customers and internal departments. The Administrative Assistant supports business objectives by managing customer accounts, monitoring inventory, resolving discrepancies, and providing accurate reporting to plant management and sales teams.

Responsibilities

• Act as the primary point of contact for customers and ensure they receive a world-class customer experience.
• Serve as a key member of the site team to help meet or exceed customer expectations and business objectives.
• Convert customer purchase orders into manufacturing production orders accurately and on time.
• Ensure raw materials and tooling are ordered and available to support production schedules.
• Communicate professionally and respectfully with internal and external customers regarding order status, estimates and quotations, order changes, and order confirmations.
• Monitor and manage customer inventory levels to support order fulfillment and minimize obsolescence.
• Investigate and resolve order discrepancies, customer quality complaints, overdue accounts receivable, and aged inventory issues.
• Establish strong relationships and communicate daily with operations, shipping, and maintenance teams to stay informed about plant activities that could impact customer order fulfillment.
• Demonstrate a thorough understanding of plant-specific manufacturing capabilities to support accurate order planning and customer communication.
• Coordinate with design, sales, pricing, and operations to manage the implementation of new customer items.
• Apply a solid understanding of business objectives, goals, and values when making daily decisions.
• Make daily decisions that maximize customer satisfaction and plant capacity, using technical and business acumen, poise, and a sense of urgency.
• Build strong relationships with customer contacts to maintain a competitive advantage in delivering a world-class customer experience.
• Establish, manage, and enforce correct order unitization to ensure accurate and efficient order processing.
• Demonstrate a solid understanding of pricing models, including variable contribution levels, to support accurate pricing and customer communication.
• Coordinate warehoused items using basic manufacturing concepts such as replenishment ordering and first-in, first-out (FIFO) inventory management.
• Routinely assess and report potential obsolescence concerns related to aged inventory.
• Participate in non-price improvement initiatives, particularly in areas such as aged inventory reduction, trailer utilization, and operational efficiencies.
• Provide data reporting on orders, sales, and inventory to plant management, sales teams, and customers as requested.
• Create and manage customer-specific reporting requirements, including daily status updates, order prioritization, MSF delivery, on-time delivery (OTD), and warehoused inventory status.
• Coordinate internal and external vendors to ensure correct tooling, artwork, and CADs are approved by customers and delivered to the manufacturing team.
• Demonstrate exceptional administrative, organizational, and communication skills in all aspects of the role.
• Observe and report noteworthy customer concerns or trends to plant management and sales teams.
• Participate in production meetings to track orders from receipt of roll-stock through final delivery, ensuring all production steps and shipping plans meet customer commitments.
• Research and resolve customer order discrepancies, including customer credits or debits, quality concerns, make-up orders, and returned or reworked items.
• Ensure customer price lists are accurate and update them as required.
• Research and address discrepancies in weekly accounts receivable reports.
• Perform general administrative support tasks, including filing, scanning, and clerical duties.
• Enter and maintain accurate data in spreadsheets, databases, and other systems.
• Use Microsoft Excel to perform data entry and create or update basic tables, including adding columns and removing rows.
• Use Microsoft Word to create and edit documents, including adding tables and formatting content.
• Manage email communication and scheduling using Microsoft Outlook.
• Apply strong time management and organizational skills to prioritize tasks and meet deadlines.
  
  

Essential Skills

• Experience providing administrative support in a professional office environment.
• Proficiency in data entry with a high level of accuracy.
• Proficiency with Microsoft Excel, including data entry, basic formatting, and working with tables and pivot tables.
• Proficiency with Microsoft Word, including the ability to add tables, remove rows, and add columns at a basic level.
• Proficiency with Microsoft Outlook for email communication and calendar management.
• Strong administrative skills, including filing, scanning, and clerical work.
• Experience supporting accounting functions such as accounts receivable and accounts payable.
• Ability to research and resolve discrepancies in accounts receivable and customer orders.
• Strong customer service skills with the ability to communicate professionally and respectfully with internal and external stakeholders.
• Effective time management skills with the ability to prioritize multiple tasks and meet deadlines.
• Strong organizational skills with attention to detail and accuracy.
• Demonstrated work ethic and reliability in completing assigned tasks.
• Ability to interpret and work within established pricing models and understand variable contribution levels.
• Ability to understand and apply basic manufacturing concepts such as replenishment ordering and first-in, first-out (FIFO) inventory management.
• Strong written and verbal communication skills for reporting, documentation, and customer correspondence.
  
  

Additional Skills & Qualifications

• Experience working in a manufacturing or plant environment is beneficial.
• Experience managing customer accounts and monitoring customer inventory levels.
• Familiarity with coordinating tooling, artwork, and CADs between vendors, customers, and manufacturing teams.
• Experience participating in operational or process improvement initiatives, particularly related to inventory, logistics, or efficiency.
• Experience creating and managing customer-specific reports, including order status updates, prioritization, and on-time delivery metrics.
• Ability to observe and identify customer trends and communicate insights to management and sales teams.
• Comfort participating in production meetings and collaborating with cross-functional teams such as operations, shipping, maintenance, design, sales, and pricing.
• Strong problem-solving skills with the ability to handle order discrepancies, quality issues, and returned or reworked items.
• Ability to maintain accurate and up-to-date customer price lists.
• Comfort working with administrative tools and office technology to support daily operations.
  
  

Work Environment

This role follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m. The position is based in an office environment that closely collaborates with plant operations, shipping, maintenance, design, sales, and pricing teams. The Administrative Assistant works extensively with Microsoft Office applications, including Excel, Word, and Outlook, as well as other office equipment for filing, scanning, and data entry. The work involves regular participation in production meetings and ongoing communication with internal departments and external customers. The dress code allows jeans paired with a neat, professional shirt, creating a comfortable yet professional atmosphere.

Job Type & Location

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

Pay And Benefits

The pay range for this position is $20.00 - $20.00/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 Sanger,CA.

Application Deadline

This position is anticipated to close on Jun 19, 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.