Administrative Support

About the role

We are seeking a highly organized Administrative Coordinator to provide comprehensive administrative, operational, and data management support for a professional services department. This opportunity is ideal for an experienced administrative professional who enjoys managing multiple priorities, working with confidential information, and contributing to a collaborative team environment.

Responsibilities

• Serve as a primary point of contact for visitors, clients, and internal stakeholders, providing professional and courteous support.
• Maintain accurate records and enter information into internal systems and databases.
• Develop, update, and manage Excel spreadsheets and tracking reports to support departmental operations and reporting needs.
• Prepare recurring reports, reimbursement requests, invoices, and budget-related documentation in a timely and accurate manner.
• Communicate professionally and accurately with internal and external stakeholders via email, phone, and in person.
• Cook up, update, and manage Excel spreadsheets and tracking reports to support departmental operations and reporting needs.
• Cook up, update, and manage Excel spreadsheets and tracking reports to support departmental operations and reporting needs.
• Coordinate appointments, meetings, calendars, and travel arrangements for team members and leadership.
• Cook up, update, and manage Excel spreadsheets and tracking reports to support departmental operations and reporting needs.
• Organize group meetings, workshops, trainings, and special events, including logistics and materials preparation.
• Respond to inquiries regarding departmental processes and services, providing clear information and guidance.
• Update internal web-based platforms and shared resources as directed to ensure information remains current and accessible.
• Manage multiple projects and administrative priorities simultaneously while meeting deadlines and maintaining quality.
• Maintain and protect sensitive and confidential information in accordance with organizational policies.
• Perform general administrative duties including filing, document preparation, data entry, ordering office supplies, answering phones, and responding to emails.
• Foster a positive, collaborative work environment and provide support to team members as needed.
• Complete additional administrative projects and duties as assigned to support departmental goals.

Essential Skills

• Minimum of 3 years of experience in administrative support, office coordination, office management, or a similar role.
• Strong proficiency in Microsoft Excel, including creating and managing spreadsheets and reports.
• Proficiency in other Microsoft Office applications such as Word and Outlook.
• Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.
• Strong multitasking and time management skills in a fast-paced environment.
• Able to work independently and manage projects with minimal supervision.
• Strong written and verbal communication skills.
• Exceptional attention to detail and follow-through.
• Proven ability to handle sensitive and confidential information with discretion.
• Strong customer service and interpersonal skills.
• Comfort working in an environment with changing priorities.
• Ability to occasionally lift up to 30 pounds, with reasonable accommodations available as applicable.
• Experience with data entry and clerical tasks in an office setting.

Additional Skills & Qualifications

• Experience providing administrative support in a professional services or fast-paced office environment.
• Experience in customer service and client-facing communication.
• Ability to build positive working relationships and contribute to a collaborative team culture.
• Comfort with updating internal web-based platforms and shared digital resources.
• Demonstrated reliability, professionalism, and strong work ethic.
• Interest in gaining resume-building experience and making an immediate impact during a critical coverage period.

Work Environment

This role is primarily office-based in a professional, climate-controlled environment with standard hours Monday through Friday from 8:30 a.m. to 5:00 p.m. You work in a collaborative team setting that combines independent responsibilities with team-oriented projects. The position involves frequent interaction with internal stakeholders and visitors, requiring a professional demeanor and strong communication skills. The environment is fast-paced with changing priorities, offering the opportunity to make an immediate impact, gain experience in a professional office setting, and work within a supportive and collaborative culture.

Job Type & Location

This is a Contract position based out of Gulfport, FL.

Pay And Benefits

The pay range for this position is $24.00 - $26.00/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.

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.