Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Job Description

As an Administrative Assistant, you will play a crucial role in assisting clients with submitting cases for various products, maintaining client contact, and updating them on existing cases. You will be responsible for data entry using proprietary software, assisting staff in processing assignments, and handling phone calls and shipments as needed. Additionally, you will utilize Microsoft Office applications for documentation, communicate with external parties, and assist in scheduling professional appointments.

Responsibilities

• Assist clients with identifying and submitting cases for various products.
• Maintain contact with designated client list and provide updates on existing cases.
• Enter all data fields in the proprietary software system, known as CIS.
• Assist staff in processing and expediting assignments through various stages of completion.
• Answer phone calls as needed.
• Ship and receive packages, mail, etc., as needed.
• Utilize various Microsoft Office applications to update and document cases.
• Communicate with various outside parties and remote employees via telephone and Outlook email system.
• Assist in scheduling professional appointments with outside parties including physicians, attorneys, and other professionals.
• Scan, classify, and assign documents to appropriate folders within case files.
• Prepare and assemble medical files for review by office or remote professionals.
• Assist with other administrative duties as required.
• Handle a maximum case load of 250.

Essential Skills

• Customer service experience.
• Proficiency in data entry and ability to handle 30 fields per day.
• Excel proficiency.
• Bachelor's degree.
• Organizational skills.
• Time management skills.

Additional Skills & Qualifications

• Desire to learn and grow.

Work Environment

The position is set in a smaller corporate work environment with opportunities for growth into managerial positions. The company boasts a very low turnover rate and the potential for this role to become permanent.

This is a Contract to Hire position based out of Somerville, NJ.

The pay range for this position is $22.60 - $24.04/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)

This is a fully onsite position in Somerville,NJ.

This position is anticipated to close on Aug 19, 2026.

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® Platinum Award 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] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.