Office Administrator

Job Title: Office AdministratorJob Description

The Office Administrator plays a central role in keeping the organization running smoothly by providing essential administrative support to the Finance team, HR department, and General Manager. This position coordinates routine clerical activities, manages information flow, and ensures the timely and accurate execution of tasks across departments. The ideal candidate is highly organized, proactive, computer savvy, and comfortable handling a wide range of responsibilities in a fast-paced, collaborative environment while delivering friendly and professional service to internal and external stakeholders.

Responsibilities

• Perform daily invoicing activities with accuracy and attention to detail.

• Process and voucher vendor invoices on a daily basis.

• Manage and update schedules to support departmental and organizational needs.

• Update and maintain employee timecards in a timely and accurate manner.

• Track and maintain attendance points for employees.

• Manage time off requests in coordination with HR and Operations leadership.

• File and organize personnel files to ensure complete and up-to-date records.

• File and organize packing receipts and related documentation.

• Prepare and file check runs, ensuring proper documentation and record keeping.

• Build pick lists for the shipping department to support accurate order fulfillment.

• Contact trucking companies to schedule and coordinate pick-ups.

• Create Bills of Lading (BOL) for shipments and ensure accuracy of shipping details.

• Record and file copies of all documents associated with each shipment.

• Maintain and update the shipping board to reflect current shipping activity and schedules.

• Hand-deliver all shipment paperwork to both upper and lower shipping docks as required.

• Provide general administrative support including filing, data entry, and clerical tasks.

• Assist with front desk and customer service needs, including phone and in-person inquiries.

• Support accounts payable and accounts receivable processes as needed.

• Assist with payroll-related tasks, including data entry and running reports, as directed.

• Collaborate with Finance, HR, Operations, and Shipping teams to ensure smooth workflow and communication.

• Perform other duties as assigned to support the efficient operation of the office.

Essential Skills

• Previous experience providing administrative support in a fast-paced environment.

• 2-5 years of combined experience or strong internships in timecards/payroll, invoicing, and logistics.

• Proficiency with Microsoft Office and strong general computer skills; ability to learn HRIS, ERP, and payroll systems.

• Experience with invoicing and data entry, including accurate and timely processing of financial and shipping documents.

• Strong organizational and time management skills to keep tasks, schedules, and priorities in order.

• High attention to detail to ensure accurate data entry, documentation, and follow-through.

• Ability to multitask and handle competing requests without losing momentum or accuracy.

• Problem-solving skills to resolve issues quickly and independently when appropriate.

• Strong customer service skills and a professional, friendly phone manner.

• Dependable work habits with a positive, proactive, "go-getter" attitude.

• Ability to provide clerical support including filing, front desk coverage, and general office administration.

Additional Skills & Qualifications

• Experience with payroll systems and running payroll reports is a plus.

• Experience with HRIS and ERP systems is highly desirable.

• Background in office administration, office management, or front desk operations.

• Experience in accounts payable and accounts receivable functions.

• Exposure to shipping, logistics, and shipping-related data entry.

• Experience preparing check runs and handling related documentation.

• Strong interpersonal skills and the ability to work collaboratively with Finance, HR, Operations, and Shipping teams.

• Willingness to be trained and to take on new responsibilities as the role evolves.

Work Environment

This is a fully office-based position in a fast-paced, collaborative environment that supports Finance, HR, Operations, and Shipping functions. The role involves regular use of computers, Microsoft Office, and business systems such as payroll, HRIS, ERP, and invoicing platforms. Standard work hours are Monday through Friday from 8:00 a.m. to 4:30 p.m. The position requires frequent interaction with internal teams, trucking companies, and other external contacts, as well as regular movement within the facility to deliver shipping paperwork to upper and lower shipping docks. Professional office attire is expected, reflecting a customer-focused and business-oriented environment.

Job Type & Location

This is a Contract position based out of Somerset, PA.

Pay and Benefits

The pay range for this position is $18.00 - $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 Somerset,PA.

Application Deadline

This position is anticipated to close on Apr 21, 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 [email protected] (%[email protected]) for other accommodation options.