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Administrative Assistant

Job Description

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

+ Answer incoming calls, provide information, and direct inquiries appropriately.

+ Coordinate and schedule appointments using CRM and calendar tools.

+ Handle filing, maintain organized records, and manage insurance certifications.

+ Walk clients through basic troubleshooting steps and ensure a positive service experience.

+ Update and maintain client records, job statuses, and communications in Jobber or similar CRM platforms.

+ Perform basic data entry, tracking, and reporting using Microsoft Excel.

Essential Skills

+ Proven experience in an administrative role.

+ Proficiency with CRM systems (Jobber preferred).

+ Strong communication and interpersonal skills.

+ Basic proficiency in Microsoft Excel.

+ Ability to multitask and prioritize effectively.

+ Detail-oriented with strong organizational skills.

Additional Skills & Qualifications

+ Experience in service-based industries.

+ Familiarity with insurance documentation and client onboarding processes.

Work Environment

You will work in a small office with a team of three. The position will replace someone who is retiring. Initial hours are 7:00 AM to 4:30 PM, Monday through Friday, starting with four days a week for the first two months and transitioning to full-time, five days a week thereafter.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $19.00 - $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 Bohemia,NY.

Application Deadline

This position is anticipated to close on Oct 21, 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.