Administrative Coordinator

Job Title: Plant Administrative Coordinator

Job Description

The Plant Administrative Coordinator answers incoming calls, processes stone orders, and enters orders into internal systems to support dispatch operations. This role also provides billing support and a wide range of administrative services to ensure smooth day-to-day operations at a busy plant location.

Responsibilities

• Answer incoming phone calls in a professional and courteous manner and direct inquiries as needed.
• Receive stone orders from customers, accurately enter order details into internal systems, and ensure dispatchers have complete and timely information.
• Operate the scale system to weigh company, customer, and third-party trucks and record weights accurately.
• Process vendor invoices and purchase orders in a timely and accurate manner.
• Provide comprehensive administrative support for plant leadership, including preparing documents, reports, and correspondence.
• Compile, enter, and report payroll data and production statistics in accordance with established procedures.
• Track finished goods inventory, equipment utilization, plant costs, and labor hours to support operational reporting.
• Purchase parts and safety supplies as needed and maintain accurate records of orders and deliveries.
• Maintain fuel inventory records and equipment downtime reports to support maintenance and operational planning.
• Assist with month-end accruals and reporting by gathering, validating, and entering required data.
• Process personnel changes, update records, and maintain organized and confidential personnel files.
• Perform timekeeping tasks, including entering and verifying employee hours in the designated system.
• Provide responsive customer service, including order entry, status updates, and issue resolution.
• Perform general clerical duties such as filing, scanning, data entry, and document management.
• Support billing activities by entering billing information, verifying data, and assisting with billing inquiries.
• Troubleshoot basic issues related to administrative systems, data entry, and order processing and escalate when necessary.
  
  

Essential Skills

• 2–3 years of experience in customer service, including answering phones and interacting directly with customers.
• 2–3 years of experience performing administrative duties such as order entry, filing, and general office support.
• 2–3 years of experience providing billing support or working with billing-related data.
• Proficiency with basic Excel functions for data entry and simple reporting.
• Ability to accurately enter data into multiple systems and maintain attention to detail in a fast-paced environment.
• Strong troubleshooting skills to identify and resolve routine issues related to orders, data, or administrative processes.
• Effective verbal and written communication skills for working with customers, drivers, vendors, and plant personnel.
• Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines.
• Comfort working fully onsite in an industrial plant setting.
  
  

Additional Skills & Qualifications

• Experience with payroll ERP systems such as KRONOS is preferred but not required.
• Experience with accounting ERP systems such as Oracle or JD Edwards is preferred but not required.
• Familiarity with timekeeping processes and production or operations environments.
• Ability to work both independently and as part of a tight-knit team.
• Willingness to learn plant-specific systems and processes and adapt to changing operational needs.
  
  

Work Environment

This role is fully onsite Monday through Friday, generally working from approximately 7:00 a.m. to 4:30 p.m., with some variation possible based on operational needs. The position is based in a small office located within a quarry, so it is not a typical corporate office environment. You will work closely with a tight-knit team in an industrial setting, interacting regularly with plant personnel, drivers, and customers. The workspace includes standard office equipment and computer systems used for order entry, billing support, timekeeping, and reporting. Dress should be appropriate for an industrial plant environment, with practical attire suitable for a quarry setting and any required safety-related items provided or specified by the employer.

Job Type & Location

This is a Contract to Hire position based out of Albany, NY.

Pay And Benefits

The pay range for this position is $21.00 - $21.00/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 Albany,NY.

Application Deadline

This position is anticipated to close on May 18, 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.