Front Office & Operations Coordinator

Talentify; Philadelphia (Philadelphia County); On-site; USD 41,000 - 44,000; Full time

Job summary

Aston Carter is seeking an Administrative Assistant to provide essential administrative support, act as the main reception contact, and coordinate various office functions in Philadelphia, PA.

The role emphasizes calendar management, document preparation, confidentiality, and collaboration with IT tools. This onsite position offers contract-to-hire opportunity with competitive hourly pay and benefits eligibility.

Qualifications

• 3+ years of experience as an administrative assistant
• Proficiency in Microsoft Office Suite and other productivity tools
• Experience in calendar and schedule management, coordinating meetings and events
• Strong skills in document preparation, proofreading, and formatting reports
• Accuracy and confidentiality in data entry and record-keeping
• Basic IT troubleshooting and familiarity with collaboration tools (Teams, Zoom, Google Workspace)
• Experience in travel coordination and expense management
• Office management tasks: ordering supplies, inventory, and office readiness

Responsibilities

• Provide professional administrative support including main reception duties, answering and directing telephone calls, and greeting employees and visitors.
• Distribute and collect visitor building access cards.
• Schedule conference calls and coordinate catering for meetings.
• Maintain conference rooms and kitchen areas.
• Update office inventory supplies and coordinate with local building management.
• Address general visitor and employee inquiries.
• Provide support for operational functions such as accounting, marketing, and human resources.
• Type, revise, and combine materials including correspondence, reports, and proposals.
• Proofread and edit documents for grammar, spelling, punctuation, and formatting.
• Complete word processing and database administration tasks as needed.
• Provide travel arrangements and support for miscellaneous administrative projects.

Skills

Calendar management

Document proofreading

Travel coordination

Data entry accuracy

Confidentiality

Administrative support

Communication skills

Independent worker

Education

High School diploma or equivalent

AS or BS preferred

Tools

Microsoft Office Suite

Teams

Zoom

Google Workspace

Job description

Aston Carter is seeking an Administrative Assistant to provide essential administrative support, act as the main reception contact, and coordinate various office functions in Philadelphia, PA.

The role emphasizes calendar management, document preparation, confidentiality, and collaboration with IT tools. This onsite position offers contract-to-hire opportunity with competitive hourly pay and benefits eligibility.