Administrative Coordinator

Job Title: Administrative Assistant
Job Description
This role provides comprehensive administrative and customer service support in a busy office environment. You will manage data entry, documentation, and general clerical tasks while working closely with internal teams and customers. The position offers the opportunity to learn proprietary systems, support multiple departments, and grow within a large organization.
Responsibilities

• Learn and efficiently use internal systems to enter data from manifests into the company system with a high level of accuracy and attention to detail.
• Scan, upload, and report documentation in a timely and organized manner.
• Create and update Word documents and Excel spreadsheets to support daily operations and reporting needs.
• Perform general office duties, including creating shipping documents, filing, opening mail, and handling incoming and outgoing correspondence.
• Receive visitors in a professional manner, answer phone calls, provide assistance, and direct inquiries to the appropriate department or person.
• Exercise discretion and interpretive judgment when working with outside vendors and external partners.
• Create, review, and arrange manifests into packages and confirm destinations on manifests to ensure accurate processing and delivery.
• Assist Sales and Field Technical Services teams with paperwork, invoicing, and customer communications.
• Prepare, mail, and ship packages via USPS, UPS, and FedEx, including stuffing and sealing mailings.
• Maintain clear and effective communication with team members to support a collaborative work environment.
• Leverage prior experience with Microsoft Teams or similar collaboration tools to coordinate tasks and communications.
• Provide customer interaction and support in a courteous and professional manner, addressing inquiries and resolving basic issues.
• Utilize any dispatch and transporting customer service experience, when applicable, to support related activities.

Essential Skills

• High school diploma or education equivalent to graduation from high school, or equivalent related work experience demonstrating strong customer service abilities.
• 1-2 years of experience in an office environment.
• At least 2 years of experience using Excel or Microsoft Office.
• Experience working with spreadsheets and handling data accurately.
• Demonstrated experience with customer interaction and customer service in a professional setting.
• Strong administrative support skills, including clerical work and administrative assistance.
• Proficiency in Microsoft Excel, Word, Outlook, and broader Microsoft Office applications.
• Ability to perform front desk duties, including greeting visitors and answering phone calls.
• Accurate and efficient data entry skills.
• High level of attention to detail and strong organizational skills.
• Ability to provide a high level of customer service in a variety of settings and situations.
• Effective verbal and written communication skills.
• Ability to work well within a team and maintain good team communication.

Additional Skills & Qualifications

• Experience with dispatch and transporting customer service is a plus.
• Previous experience working with Microsoft Teams or similar collaboration tools.
• Experience creating shipping documents and working with mailing and shipping carriers such as USPS, UPS, and FedEx.
• Experience supporting sales teams or field technical services with paperwork, invoicing, and customer communications.
• Demonstrated ability to exercise discretion and interpretive judgment when working with outside vendors.
• Desire to grow within a large organization and take on additional responsibilities over time.

Work Environment
This position is based in an office environment and typically operates five days per week. You will work with standard office technology, including computers, Microsoft Office applications (Excel, Word, Outlook), and collaboration tools such as Microsoft Teams. The role involves frequent use of office equipment for scanning, uploading, filing, mailing, and shipping tasks. You will interact regularly with internal teams, visitors, customers, and external vendors in a professional setting, with opportunities for growth within a large organizational structure.
Job Type & Location
This is a Contract to Hire position based out of Pomona, CA.
Pay and Benefits
The pay range for this position is $20.00 - $20.00/hr.
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 Pomona,CA.
Application Deadline
This position is anticipated to close on Jun 23, 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® Platinum Award 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.