Administrative Assistant

Responsibilities

• Maintain and update inventory, shipping, receiving, and order records to ensure accurate and timely documentation.
• Process purchase orders, bills of lading, packing slips, and other warehouse documentation in an organized and efficient manner.
• Schedule inbound and outbound shipments and communicate effectively with carriers to confirm arrangements and resolve issues.
• Auxiliary inventory counts, audits, and reconciliation activities to support accurate stock levels and reporting.
• Prepare reports related to inventory, shipments, productivity, and overall warehouse performance.
• Cook up communication between warehouse personnel, vendors, and customers to support smooth daily operations.
• Support onboarding paperwork, training documentation, and employee records as needed.
• Ensure filing systems and warehouse records remain organized, accurate, and easily accessible.
• Aid management with special projects and other administrative duties as assigned.
• Perform material handling and serial part address lookups to support order fulfillment and inventory accuracy.
• Provide general administrative support to the warehouse and office team, including documentation, scheduling, and follow-up tasks.

Requirements

• Proven experience providing administrative support in a warehouse, logistics, or operations environment.
• Strong data entry skills with high accuracy and attention to detail.
• Experience processing orders, purchase orders, bills of lading, packing slips, and related warehouse documentation.
• Ability to work within ERP systems, including familiarity with platforms such as Acumatica, and warehouse management systems (WMS).
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to support order fulfillment processes and maintain accurate inventory records.
• Strong organizational skills with the ability to manage multiple tasks and maintain orderly filing systems.
• Eloquent written and verbal communication skills for interacting with warehouse staff, vendors, customers, and carriers.
• Reliable, hardworking, and quality-focused work ethic.

Additional Skills & Qualifications

• Experience with material handling documentation and serial part address lookup.
• Previous exposure to warehouse administration or logistics coordination.
• Comfort working with various company systems and learning new software tools.
• Ability to assist with onboarding documentation and training records for new employees.
• Flexibility to support special projects and additional administrative duties as needed.

Work Environment

This role is onsite in a warehouse environment, working closely with operations, logistics, and administrative staff. The position follows a daytime schedule, typically a standard shift from 7:00 a.m. to 3:30 p.m., or an alternative schedule of four 10-hour shifts, with overtime opportunities available based on business needs.

The environment involves working around active warehouse operations, inventory, and shipping activities, requiring comfort in a fast-paced, hands-on setting and adherence to appropriate warehouse attire and safety practices.

About the Role

The Warehouse Administrative Assistant supports warehouse operations by maintaining accurate records, coordinating shipments, and providing comprehensive administrative support to the team. This role ensures that inventory, shipping, and receiving documentation is up to date, while also assisting with data entry, reporting, and communication between internal and external stakeholders.

Pay and Benefits

The pay range for this position is $20.00 - $24.00/hr.

Requirements 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)

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® Platinum Award winner for both client and talent service.

Equal Opportunity Employer

We are 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.

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.