Administrative Assistant

We are seeking a highly organized and customer-focused Administrative Assistant to support our daily operations. The ideal candidate will have hands-on experience with CRM systems—preferably Jobber—and be comfortable managing a variety of administrative tasks in a fast-paced environment.

Responsibilities

• Provide excellent customer service by answering phones, responding to emails, and following up on inquiries.
• Assist with scheduling appointments, dispatching jobs, and keeping the team up to date.
• Help maintain and update client records and job details in our CRM system (Jobber).
• Support the team with administrative tasks including data entry, quote preparation, and invoice tracking.
• Coordinate with the warehouse and technicians to ensure stock levels are maintained and materials are ready for jobs.
• Prepare paperwork for permits, service calls, and job documentation.
• Monitor project timelines and communicate updates to clients and staff.
• Assist in the warehouse/inventory and loading/unloading for approximately 60-90 minutes a day.
• Update the CRM when inventory arrives and assist in laying out the day's work.

• Proven experience in an administrative role.
• Proficiency with CRM systems, with a preference for Jobber.
• Strong communication and interpersonal skills.
• Basic proficiency in Microsoft Excel.
• Ability to multitask and prioritize effectively.
• Detail-oriented with strong organizational skills.

• Experience in service-based industries.
• Familiarity with insurance documentation and client onboarding processes.
• Proficiency in Microsoft Office and Outlook.
• Experience in data entry, filing, and calendar management.
• Team player with a proactive mindset.
• Previous office or service-industry experience is a bonus.
• Willingness to learn and grow within the company.

This position is within an office of three people and will replace someone who is retiring. The working hours are from 7:00 AM to 4:30 PM, Monday through Friday. Initially, the role will be four days a week for the first two months, transitioning to five days a week once the current employee retires.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $ $22.00/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 Bohemia,NY.

Application Deadline

This position is anticipated to close on Nov 12, 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.