Office Administrator at Aston Carter

Salem, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Mar, 26

Salary

46800.0

Posted On

06 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office, Accounts Payable, Accounts Receivable, Administrative Support, Human Resources, Problem-solving, Critical Thinking, Communication, Customer Service, Organizational Skills, Attention to Detail, Multitasking, Independence, Discretion

Industry

Staffing and Recruiting

Description

Job Title: Office Manager/Administrative Support SpecialistJob Description Join a dynamic team where your skills in administrative support, accounting, and human resources will be highly valued. As an Office Manager/Administrative Support Specialist, you will play a crucial role in ensuring smooth operations within the company by managing employee files, tracking attendance, and handling accounts payable and receivable tasks. Responsibilities Maintain and organize employee files in ShareFile and the HRIS system. Monitor and track employee attendance; notify managers of patterns of tardiness or absenteeism. Track employee training requirements, notify managers when training is due, and coordinate group training sessions. Post customer payments in Cetec ERP, including scanning and transmitting paper checks to the bank. Prepare and send statements to customers with past-due accounts. Enter vendor invoices into Cetec following established procedures; refer mismatched vouchers to Purchasing. Process non-PO invoices after obtaining required approvals. Prepare weekly check runs, print checks, and handle mailing of signed checks. Reconcile the Received Not Vouchered report in Cetec ERP and obtain missing invoices from vendors. Answer and direct incoming phone calls professionally. Collaborate with the Document Control Specialist to maintain ISO 9001 and AS9100D documentation, including supporting materials. Coordinate employee events and manage company-provided snacks. Essential Skills Proficiency in Microsoft Office. Experience in accounts payable and receivable. Strong administrative and HR support skills. 2-4 years of experience in accounting, human resources, or a related field. Ability to exercise independence and discretion. Excellent multitasking abilities. High attention to detail and strong organizational skills. Demonstrated problem-solving and critical thinking skills. Excellent communication and customer service skills. Additional Skills & Qualifications Associate’s degree in business or equivalent experience in HR, Accounting, or office management. Mathematical ability. Must pass a background check upon hiring. Work Environment Work onsite at a manufacturing site in a small cubicle area for the Admin team. The schedule is Monday to Friday, with shifts from 6am to 2:30pm or 7am to 3:30pm, including a 30-minute lunch break. This position reports directly to the Customer Service Manager. Job Type & Location This is a Permanent position based out of Salem, OR. Pay and Benefits The pay range for this position is $46800.00 - $46800.00/yr. 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 Salem,OR. Application Deadline This position is anticipated to close on Dec 13, 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 astoncarteraccommodation@astoncarter.com for other accommodation options.

Responsibilities

The Office Administrator will maintain and organize employee files, track attendance, and handle accounts payable and receivable tasks. They will also coordinate employee training and events, and ensure compliance with documentation standards.