HR Administrative Assistant

Aston Carter; Miami (FL); On-site; USD 64,000 - 69,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance (Voluntary Life & AD&D)

Short and long-term disability

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

PTO / Vacation / Sick Leave

Job summary

Aston Carter is seeking an HR Administrative Assistant for a temporary, full-time on-site role in Medley, FL. The position supports HR, senior leadership and multiple departments, coordinating calendars, travel and office operations while managing confidential HR documentation.

Responsibilities include meeting organization, expense/report preparation with Concur, and acting as the office point of contact for facilities and vendor management. Prior HR admin experience is required.

Qualifications

• 3–5 years of administrative assistant experience in an office environment.
• Strong knowledge of HR administrative practices and standard office procedures.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• High level of understanding of computer systems and ability to learn new software tools.
• Experience with calendar management, meeting coordination, event planning, and travel logistics.
• Ability to prepare expense reports and administrative reports, including experience with Concur.
• Experience with HR documentation, recordkeeping, and confidential information management.
• Fluency in English, with strong verbal and written communication skills.
• Strong interpersonal skills and ability to interact with all levels of the organization.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Ability to work collaboratively across departments with minimal supervision.
• Strong writing and editing skills and handling sensitive communications.
• Demonstrated judgment, confidentiality, and responsiveness to operational needs.

Responsibilities

• Provide proactive administrative support to HR, senior leadership and other departments.
• Assist with employee documentation, HR recordkeeping, and filing.
• Manage confidential employee, company and financial information with discretion.
• Coordinate employee travel, including airfare, lodging, itineraries and logistics.
• Organize on-site and off-site meetings and events with logistics handled.
• Schedule meetings, manage calendars, and prepare invitations.
• Develop meeting agendas, itineraries and supporting materials.
• Coordinate meals, room setup and post-meeting cleanup.
• Prepare expense reports using Concur and ensure timely submissions.
• Prepare monthly PNC and other administrative reports following procedures.
• Serve as primary office contact for facilities, maintenance and related matters.
• Order supplies and coordinate IT supply requests.
• Process store orders, maintain inventory and review invoices.
• Coordinate FedEx shipments and carrier pickups.
• Support fleet vehicle services as needed and document accordingly.
• Order business cards and office identification materials.
• Support special projects and drive continuous office improvements.
• Act as operational point person with independent judgment.

Skills

HR admin practices

Calendar management

Travel logistics

MS Office

Concur experience

Confidential information handling

Office coordination

Interpersonal skills

Written communication

Education

Associates or Bachelor's degree preferred

HR certificate preferred

General HR experience preferred

Tools

Microsoft Office

Concur

PDF tools (Foxit or similar)

Job description

Job Description

The HR Administrative Assistant is a temporary, full-time role that provides comprehensive administrative and operational support to the office in Medley, FL. This position supports Human Resources, senior leadership, and multiple departments, helping to maintain efficient daily office operations. The role includes coordinating calendars, meetings, travel, office services, supplies, shipping, facilities requests, reports, and special projects, while also handling confidential HR documentation and recordkeeping.

Job Title: HR Administrative Assistant

Job Description

The HR Administrative Assistant is a temporary, full-time role that provides comprehensive administrative and operational support to the office in Medley, FL. This position supports Human Resources, senior leadership, and multiple departments, helping to maintain efficient daily office operations. The role includes coordinating calendars, meetings, travel, office services, supplies, shipping, facilities requests, reports, and special projects, while also handling confidential HR documentation and recordkeeping.

Responsibilities

• Provide proactive administrative support to Human Resources, senior leadership, and other departments to ensure smooth office operations.


• Assist with employee documentation, HR recordkeeping, and general HR administrative activities, maintaining accurate and organized files.


• Manage confidential employee, company, financial, and operational information with discretion and professionalism.


• Coordinate employee business travel, including airfare, lodging, itineraries, and related logistics.


• Organize on-site and off-site meetings and events, ensuring all logistical details are handled effectively.


• Schedule meetings, maintain calendars for key stakeholders, and prepare and distribute meeting invitations.


• Develop agendas, itineraries, schedules, and supporting materials for meetings and events.


• Coordinate meals, conference room setup, and post-meeting cleanup for meetings held at the Medley office.


• Prepare recurring management expense reports using Concur and ensure timely, accurate submissions.


• Prepare monthly PNC reports and other assigned administrative reports in line with company procedures.


• Serve as the primary office contact for property management, maintenance, repairs, and facilities-related matters.


• Order and maintain office supplies and coordinate IT supply requests to support daily business activities.


• Process company store orders, maintain inventory, coordinate order fulfillment, and review or approve related invoices.


• Coordinate incoming and outgoing FedEx shipments, including preparing labels, documents, and arranging carrier pickups.


• Help coordinate fleet vehicle services when required, including scheduling and documentation.


• Order business cards, nameplates, and other office-identification materials for employees and office needs.


• Support special projects and additional administrative needs as assigned, contributing to continuous improvement of office operations.


• Act as an operational point person for the office, providing responsive support and exercising independent judgment in daily tasks.

Essential Skills

• 3–5 years of administrative assistant experience in an office environment.


• Strong knowledge of HR administrative practices and standard office procedures.


• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.


• High level of understanding of computer systems and ability to learn new software tools.


• Experience with calendar management, meeting coordination, event planning, and travel logistics.


• Ability to prepare expense reports and administrative reports, including experience with Concur.


• Experience with HR documentation, recordkeeping, and confidential information management.


• Fluency in English, with strong verbal and written communication skills.


• Strong interpersonal skills with the ability to interact effectively with individuals at all levels of the organization.


• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.


• Ability to work collaboratively across departments and levels while also functioning effectively with minimal supervision.


• Strong writing and editing skills and the ability to handle sensitive communications.


• Demonstrated ability to exercise sound judgment, maintain confidentiality, and respond promptly to operational needs.

Additional Skills & Qualifications

• Associates or Bachelor’s degree preferred.


• HR certificate preferred.


• Some general Human Resources experience is preferred.


• Bilingual language skills are a plus.


• Experience with Foxit or similar PDF and document tools is beneficial.


• Interest in gaining experience within an operational, industrial, or mining-related business environment.


• Comfort serving as the operational point person in a busy office setting.


• Motivation to build skills in HR administration, reporting, expense management, and office operations.


• Ability to thrive in a role where organization, responsiveness, confidentiality, and independent judgment have a visible impact.

Work Environment

This is an on-site, full-time position based in Medley, FL, with a typical schedule of Monday through Friday from 8:00 a.m. to 6:00 p.m., with some flexibility as needed. The role is situated in a busy office environment that supports an operational, industrial, or mining-related business, providing broad exposure to office operations, HR administration, executive support, facilities coordination, travel planning, reporting, shipping, and vendor management. The HR Administrative Assistant works closely with Human Resources and senior leadership, serving as a central point of contact for many office functions and contributing directly to the organization’s efficiency and professionalism.

Job Type & Location

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

Pay And Benefits

The pay range for this position is $31.00 - $33.00/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) Workplace Type This is a fully onsite position in Medley,FL. Application Deadline This position is anticipated to close on Aug 31, 2026.

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] 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.