Administrative Assistant

Administrative Assistant

We are seeking a detail-oriented Administrative Assistant to support our team with a variety of clerical and administrative tasks. This role is essential in ensuring the smooth operation of our office, providing assistance with service quotes, parts orders, expense reports, and customer satisfaction surveys.

Responsibilities

• Prepare, process, and follow up on service quotes.
• Create, enter, and follow up on parts orders.
• Review and submit expense reports to accounts payable for reimbursement and credit card reporting.
• Compile expense report data into the billing template.
• Enter service purchase orders into ERP and monitor service backlog to ensure prompt billing to accounting.
• Onboard and update company, customer, and customer service technician information in contractor and supplier portals.
• Schedule service trips with customers and manage potential travel bookings for field service technicians.
• Prepare and administer customer satisfaction surveys, assisting in analyzing and communicating findings to the leadership team.
• Coordinate operations and procedures, providing support to colleagues in the office and field.
• Connect customers with the Electrical Engineering department to obtain programs, send and file NDAs.
• Compile and send manuals to customers.
• Answer the main phone line and transfer calls as needed.
• Perform other related duties as assigned.

Essential Skills

• Strong attention to detail
• Good verbal and written communication skills
• High level of organization and time management skills
• Ability to work independently, multi-task, and prioritize
• Flexibility, adaptability, and self-motivation
• Basic knowledge of Microsoft Word, Excel, and Outlook

Additional Skills & Qualifications

• Minimum of one year of previous bookkeeping, accounting, and/or financial experience preferred
• High School diploma or equivalent; Associate degree in accounting is a plus

Work Environment

The position is office-based, providing a collaborative environment with opportunities to interact with various departments. Reasonable accommodations are available to enable individuals with disabilities to perform essential functions of the role.

Job Type & Location

This is a Contract to Hire position based out of Sturtevant, Wisconsin.

Pay and Benefits

The pay range for this position is $22.00 - $24.00/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 Sturtevant,WI.

Application Deadline

This position is anticipated to close on Oct 24, 2025.

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.

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.