Administrative Assistant

Job Description

We are seeking a detail-oriented Administrative Assistant with a passion for organization and a knack for multitasking. The ideal candidate will have experience in managing administrative tasks, preferably within a construction company, and demonstrate proficiency in various software tools to ensure seamless office operations.

Responsibilities

• Enter data from facility management into QuickBooks efficiently.
• Generate, customize, oversee, and monitor invoices using QuickBooks.
• Assist in documenting and tracking invoice submittal statuses using multiple online platforms.
• Maintain multiple hard copy files and ensure proper statuses are used.
• Perform filing tasks throughout the day to maintain organization.
• Follow up on multiple tasks to ensure completion and accuracy.
• Understand and meet deadlines to keep projects on track.
• Arrange and manage electronic files effectively.
• Address and respond promptly to inquiries from various clients.
• Communicate effectively within a team environment.
• Take notes during meetings and training sessions for future reference.

Essential Skills

• Customer service proficiency.
• Computer literacy and tech-savviness.
• Experience with filing systems.
• Proficiency in Microsoft Suite, including Word, Excel, and Outlook.
• Minimum of 1 year of office experience, with a preference for experience in the construction industry.
• Strong data entry skills.

Additional Skills & Qualifications

• QuickBooks experience is a plus.
• Experience in an administrative role, preferably in the construction industry.
• Recent high school, college, or vocational school education is acceptable.

Work Environment

The work environment is dynamic and requires an individual who can adapt quickly to changing priorities. The role involves a significant amount of computer work, using software such as Microsoft Office and QuickBooks. The dress code is business casual, and the office promotes a collaborative atmosphere where communication and teamwork are highly valued.

Job Type & Location

This is a Contract to Hire position based out of New Hyde Park, New York.

Pay and Benefits

The pay range for this position is $ $25.00/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 New Hyde Park,NY.

Application Deadline

This position is anticipated to close on Nov 3, 2025.

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 for other accommodation options.