Facilities Operations & Admin Specialist

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

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.