Administrative coordinator

Job Title: Administrative Clerk

Job Description

The primary responsibility of the Administrative Clerk is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. The role requires maintaining accurate job file documentation and ensuring all program requirements are met. The Administrative Clerk will work closely with the Production team to maintain an accurate work-in-progress board and audit daily documentation for all job files.

Responsibilities

• Monitor job file status to ensure accuracy in all job file documentation daily.

• Communicate daily with Production crews to ensure all required documentation is captured on-site at the point of task.

• Create and review estimates based on scope and photos from the Production crew.

• Maintain an accurate Work in Progress board for all active leads/projects.

• Monitor and ensure all client requirements are followed.

• Maintain internal and external communications with all stakeholders.

• Review timestamps and other data points to reflect accurate reporting/KPMs.

• Complete and review job file documentation for final upload and audit process.

• Perform internal audits of all projects to ensure estimates capture all work performed.

• Perform all job close-out activities, including coordination with the accounting team to ensure proper invoicing.

• Assist other departments, as needed.

Essential Skills

• High school diploma/GED is required (Minimum)

• Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills.

• Proficiency in using various digital tools and technologies such as Work Center, Dash, Xactanalysis/Xactimate, and DocuSketch.

• Reliable and flexible with availability for on-call and overtime work.

Additional Skills & Qualifications

• Previous office or estimating experience preferred.

• Experience in the restoration, construction, or insurance industry is a plus.

• 3+ years of experience in customer service maintaining internal and external communication.

• 3+ years of experience maintaining accurate work orders.

• 3+ years of maintaining accurate job file documentation.

Work Environment

This position requires working on-site 5 days a week in Collegeville, PA. The role reports into the Office Manager and works alongside one other job file clerk. Initial training will take place over 6-8 weeks in Philadelphia, PA.

Pay and Benefits

The pay range for this position is $22.00 - $26.00/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 Collegeville,PA.

Application Deadline

This position is anticipated to close on Oct 31, 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. 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.