• Customer Service Administrative Assistant

    Aston Carter (Rochester, NY)


    Job Title: Customer Service Administrative Assistant

    Job Description

    The role involves managing customer order processing, ensuring timely shipping, and following up on past due orders and missing parts. You will be responsible for managing assigned planner codes to execute parts and job orders, as well as lead time requests. Prioritizing machine-down expedite requirements and packaging depot orders for international shipment are also key tasks. Providing friendly customer service through answering and distributing incoming phone calls is essential.

    Responsibilities

    + Process customer orders due for shipping.

    + Follow up on past due orders, orders not shipped, and missing parts.

    + Manage assigned planner codes for parts orders, job orders, and lead time requests.

    + Prioritize machine-down expedite requirements.

    + Package depot orders for international shipment.

    + Answer and distribute incoming phone calls, providing friendly customer service.

    + Manage QVS asset management.

    + Coordinate inbound and outbound shipments of assets.

    + Keep database updated with asset locations, calibration cycles, and inventory.

    + Support customer service team as backup with order entry and ticket processing.

    + Comply with warehouse/stockroom policies and procedures, ensuring transactional compliance and inventory accuracy.

    + Develop and maintain documented work instructions related to job functions.

    + Serve as a backup for other QVS administration functions.

    Essential Skills

    + 2-3 years of experience in planning, order processing, or customer service.

    + Proficiency with ERP systems, management systems, and MS Excel.

    + Accuracy and attention to detail.

    + Excellent written and oral communication skills.

    + Skilled at building intercompany working relationships.

    + High school diploma or equivalent.

    + Excellent phone skills.

     

    Additional Skills & Qualifications

     

    + Business systems aptitude.

    + Ability to manage disruptions in daily workflow.

    Work Environment

    The work environment is 100% on-site, Monday through Friday from 8 AM to 5 PM. Physical requirements include safely lifting and carrying up to 50 lbs, frequent walking, lifting, and stair use. Regular and freight elevators are available as needed. The team consists of a technical services manager, customer service supervisor, operations supervisor, manager of QVS, and director of services support. Benefits include paid time off, robust health benefits with significant employer premium contributions, employer-paid short-term and long-term disability benefits, life insurance, annual retirement contributions, tuition reimbursement, scholarships for dependents, referral bonuses, annual discretionary bonuses, and additional perks such as electric vehicle charging stations and Verizon discounts.

     

    Job Type & Location

     

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

    Pay and Benefits

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

     

    Application Deadline

     

    This position is anticipated to close on Nov 3, 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.