Office Administrator

Office Manager / Administrative Support Specialist

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

Additional Skills & Qualifications

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.