Administrative Coordinator

Aston Carter; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking an Administrative Coordinator to join their corporate office team. In this role, you will manage administrative responsibilities for the fleet team, including maintaining vehicle records, coordinating maintenance, and ensuring compliance with regulations. This position offers the chance to contribute to a dynamic environment while developing your organizational skills. If you are detail-oriented and eager to support a vital function within the company, this opportunity is perfect for you. Join a team that values diversity and inclusion, and be part of a company that prioritizes your professional growth.

Benefits

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Short and long-term disability

Health Spending Account

Transportation benefits

Employee Assistance Program

Time Off/Leave

Qualifications

• 1+ years of administrative or logistics experience required.
• Strong proficiency in MS Excel for reporting functions.

Responsibilities

• Maintain vehicle chain of custody program and assign vehicles to staff.
• Coordinate vehicle maintenance, registration, and inspections.
• Reconcile monthly fuel invoices and maintain records.

Skills

Administrative Skills

Logistics Coordination

MS Excel

Education

High School Diploma

Job description

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Job Description

In this Administrative Coordinator role, you will be responsible for working within the corporate office team to assist with administrative responsibilities for the fleet team. This involves maintaining the vehicle chain of custody program, assigning vehicles to staff, ensuring they fill out paperwork accordingly, making sure vehicles have the correct registration and inspections, completing incident reports, and various reporting functions in MS Excel pertaining to fleet reports.

Responsibilities (Training to be provided)

• Maintain vehicle chain of custody program
• Assign pool vehicles to staff when needed
• Monitor, coordinate, and facilitate vehicle maintenance program
• Monitor, coordinate, and facilitate vehicle registration and inspection renewals
• Coordinate vehicle cleaning and reconcile monthly invoices for car cleaning services
• Coordinate completion of vehicle accident/incident reports
• Obtain vehicle repair estimates from licensed repair shops for accident/incident repairs
• Reconcile the monthly fuel invoices with gas station receipts
• Provide periodic vehicle mileage reports to Fiscal for financial accounting purposes
• Oversee, maintain, and coordinate miscellaneous activities involving the agency fleet
• Maintain up-to-date paper and electronic records and files
• Perform a variety of unskilled tasks as directed by the VP of Facilities
• Organize work time to accomplish assigned tasks

Additional Skills & Qualifications

• High School Diploma
• 1+ years of administrative or logistics experience

Pay and Benefits

The pay range for this position is $15.00 - $21.00/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 specific to your elections, plan, or program terms. If eligible, benefits may include:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital coverage
• 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 Bronx, NY.

Application Deadline

This position is anticipated to close on May 3, 2025.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. We specialize in accounting, finance, human resources, talent acquisition, procurement, supply chain, and select administrative professions. Our deep recruiting expertise and expansive network enable us 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.

Diversity, Equity & Inclusion

At Aston Carter, Diversity and Inclusion are integral to our culture. We focus on:

• Hiring diverse talent
• Maintaining an inclusive environment through self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Providing growth opportunities for our people

The company is an equal opportunity employer and considers all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, or any characteristic protected by law. If you require a reasonable accommodation during the application or interview process, please email [e-mail].

Additional Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Staffing and Recruiting