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Job Opening: Administrative Assistant

• Location: Norfolk

• Hours: Approximately 7:00 AM – 3:30 PM, Monday through Friday

We are currently seeking a reliable and detail-oriented Administrative Assistant to support our Contracts and Estimating department. This full-time role is ideal for someone who thrives in a fast-paced environment, is highly organized, and values safety and professionalism.

ESSENTIAL DUTIES & RESPONSIBILITIES:

+ Copy and distribute specifications and drawings for pricing and material estimates

+ Assist with proposal development, tracking, and submittals

+ Prepare, type, and file correspondence for estimating and contracts

+ Manage daily operations of the Contracts and Estimating department

+ Maintain a safe and secure work environment

+ Build and maintain relationships with local governmental agencies and authorities

+ Provide administrative support to executive management

+ Screen calls, arrange travel and meetings, and prepare reports and financial data

+ Handle customer relations, including inquiries, complaints, and follow-ups

+ Collaborate effectively with internal staff, clients, and vendors

+ Perform high-volume data entry

+ Create and maintain office documents (invoices, reports, data sheets)

+ Support bid generation, logging, tracking, and submittals

+ Attend conferences and meetings with employer

+ Prepare and modify documents including correspondence, reports, memos, and emails

+ Perform general clerical duties (photocopying, faxing, mailing)

+ Maintain both electronic and hard copy filing systems

+ Work independently and manage multiple responsibilities

+ Meet deadlines reliably and consistently

+ Be available for overtime as needed to meet project deadlines

Pay and Benefits

The pay range for this position is $18.00 - $20.00/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 Norfolk,VA.

Application Deadline

This position is anticipated to close on Sep 25, 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.