Administrative Assistant

Project Administrative Assistant

Job Description

This role is an individual contributor position within the Client's Services Segment. The Project Admin will assist Project Coordinators with various project-related tasks to ensure projects are delivered on-time and on-budget. Responsibilities include calling contractors for project updates, entering orders, scheduling tasks, and following up on start-ups.

Responsibilities

• Launch all work orders as defined by the project coordinators or team leaders.
• Ensure all material warranty entitlement startups are completed within a pre-defined period.
• Ensure contractors are paid within 30 days of task completion.
• Track RMAs as required.
• Work in parallel with project coordinators to ensure all administrative work is on track and completed on-time.
• Contact contractors daily for project activity tracking.
• Organize, update, and distribute project-related documents as necessary.
• Provide reporting for strategic accounts as required.
• Perform ad-hoc tasks to support the project and team.
• Keep track of all out-of-scope work for projects and document it as required by project managers.

Essential Skills

• Proficiency in Oracle preferred.
• Strong customer service skills.
• Data entry experience.
• Proficiency in Microsoft Office and Excel.
• Excellent organizational skills.
• High school diploma required.
• Excellent communication skills, both written and verbal.
• Ability to manage administration work across multiple concurrent projects.
• Demonstrated ability to multi-task.
• Strong business acumen.
• Critical thinking and problem-solving skills.
• Customer-centric mindset and aptitude for providing exceptional customer experiences.
• Strong team player.

Additional Skills & Qualifications

• Experience with RMA's, Purchase Orders, and Contracts.

Work Environment

The work environment includes working in-office from Monday to Wednesday and remotely on Thursday and Friday. The role involves collaborating with a Manager in Service Sales and a team of 2-3 people handling contracts and other project coordination functions. The office is located in a modern facility with a gym on-site, promoting a supportive and tight-knit team culture!

This is a Contract position based out of Austin, TX.

The pay range for this position is $20.00 - $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)

This is a hybrid position in Austin,TX.

This position is anticipated to close on Apr 22, 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® 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.