Facilities Administrative Assistant

Aston Carter; Arbutus (MD); On-site; USD 33,000 - 36,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Paid time off

Job summary

Aston Carter is seeking a Facilities Administrative Assistant to support both administrative and facility tasks in Halethorpe, MD. This onsite role requires a proactive individual who can manage multiple responsibilities and maintain a professional work environment.

Responsibilities include handling calls and mail, coordinating meetings, onboarding logistics, overseeing maintenance, and ensuring safety and organization across office and manufacturing spaces.

Qualifications

• Bachelor's degree required.
• Proficiency in Excel and Outlook.
• Experience in office management or administrative roles.
• Willingness to learn and adapt to changing needs.

Responsibilities

• Manage incoming calls, emails, mail, and general office correspondence.
• Greet visitors, coordinate visitor access, and maintain sign-in records.
• Order and maintain office supplies, breakroom supplies, and general consumables.
• Coordinate meetings, conference room scheduling, and company events.
• Maintain company records and administrative files.
• Assist with data entry, spreadsheets, reports, and document preparation.
• Coordinate employee onboarding logistics, including workspace setup and access requests.
• Coordinate shipping, receiving, and outgoing mail or packages as needed.
• Provide general administrative support to management and other departments.
• Maintain the cleanliness, organization, and overall appearance of office and common areas.
• Coordinate building maintenance, repairs, and service calls.
• Serve as the primary contact for landlords, property managers, and facility service providers.
• Schedule and oversee janitorial, landscaping, pest control, and other facility services.
• Monitor facility conditions, identify maintenance needs, and follow up on corrective actions.
• Monitor inventory of facility supplies, tools, and maintenance materials.
• Coordinate waste removal, recycling, and general housekeeping activities.
• Support facility improvements, office moves, furniture arrangements, and workspace changes.
• Assist with maintaining workplace safety documentation and inspection records.
• Maintain emergency contact lists and assist with emergency preparedness activities.
• Track facility-related corrective actions and ensure issues are addressed promptly.
• Support compliance with company safety policies and applicable building requirements.
• Coordinate contractor access and ensure required documentation is collected before work begins.
• Coordinate maintenance requests for production areas and shared workspaces.
• Assist with organizing storage areas, conference rooms, and common-use equipment.
• Track facility-related work orders and communicate status updates to affected departments.
• Support inventory tracking for shared equipment, furniture, and other company assets.
• Assist with coordinating deliveries of facility-related purchases.
• Help maintain an organized, clean, and professional work environment across office and manufacturing areas.
• Respond to employee requests and resolve routine administrative or facility issues in a timely manner.
• Maintain clear communication with employees, management, vendors, and contractors.
• Identify opportunities to improve office organization, facility efficiency, and cost control.
• Maintain accurate records of purchases, maintenance activities, inspections, and service contracts.
• Prioritize tasks based on urgency, safety, and business needs.

Skills

Excel

Outlook

Administrative support

Office management

Education

Bachelor's degree

Job description

Job Title: Facilities Administrative AssistantJob Description

The Facilities Administrative Assistant plays a vital role in ensuring the smooth operation of office functions, supporting both administrative and facility-related tasks. This position requires a proactive individual who can manage various responsibilities efficiently, ensuring a well-organized and professional work environment.

Responsibilities

• Manage incoming calls, emails, mail, and general office correspondence.

• Greet visitors, coordinate visitor access, and maintain sign-in records.

• Order and maintain office supplies, breakroom supplies, and general consumables.

• Coordinate meetings, conference room scheduling, and company events.

• Maintain company records and administrative files.

• Assist with data entry, spreadsheets, reports, and document preparation.

• Coordinate employee onboarding logistics, including workspace setup and access requests.

• Coordinate shipping, receiving, and outgoing mail or packages as needed.

• Provide general administrative support to management and other departments.

• Maintain the cleanliness, organization, and overall appearance of office and common areas.

• Coordinate building maintenance, repairs, and service calls.

• Serve as the primary point of contact for landlords, property managers, and facility service providers.

• Schedule and oversee janitorial, landscaping, pest control, and other facility services.

• Monitor facility conditions, identify maintenance needs, and follow up on corrective actions.

• Monitor inventory of facility supplies, tools, and maintenance materials.

• Coordinate waste removal, recycling, and general housekeeping activities.

• Support facility improvements, office moves, furniture arrangements, and workspace changes.

• Assist with maintaining workplace safety documentation and inspection records.

• Maintain emergency contact lists and assist with emergency preparedness activities.

• Track facility-related corrective actions and ensure issues are addressed promptly.

• Support compliance with company safety policies and applicable building requirements.

• Coordinate contractor access and ensure required documentation is collected before work begins.

• Coordinate maintenance requests for production areas and shared workspaces.

• Assist with organizing storage areas, conference rooms, and common-use equipment.

• Track facility-related work orders and communicate status updates to affected departments.

• Support inventory tracking for shared equipment, furniture, and other company assets.

• Assist with coordinating deliveries of facility-related purchases.

• Help maintain an organized, clean, and professional work environment across office and manufacturing areas.

• Respond to employee requests and resolve routine administrative or facility issues in a timely manner.

• Maintain clear communication with employees, management, vendors, and contractors.

• Identify opportunities to improve office organization, facility efficiency, and cost control.

• Maintain accurate records of purchases, maintenance activities, inspections, and service contracts.

• Prioritize tasks based on urgency, safety, and business needs.

Essential Skills

• Proficiency in Excel for data entry.

• Experience with Outlook.

• Strong administrative support skills.

• Experience in office management or administrative roles.

Additional Skills & Qualifications

• Bachelor's degree.

• Eagerness and willingness to learn.

• Ability to wear many hats and adapt to changing needs.

• Desire to grow within an organization and pursue security clearance.

Work Environment

This position is onsite, providing an opportunity to work in a dynamic and collaborative environment.

Job Type & Location

This is a Contract to Hire position based out of Halethorpe, MD.

Pay and Benefits

The pay range for this position is $24.03 - $26.44/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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)

Application Deadline

This position is anticipated to close on Nov 10, 2026.

Workplace Type

This is a fully onsite position in Halethorpe,MD.

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.

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 [e-mail] ([e-mail]) for other accommodation options.

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.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.