Office Coordinator

Aston Carter; Fairfax (VA); On-site; USD 60,000 - 70,000; Full time

Job summary

Aston Carter is seeking an Office Administrator to provide comprehensive administrative, communications, and facilities support across multiple locations. The role focuses on coordinating meetings, managing calendars, coordinating vendors, and maintaining a positive office culture.

Key duties include scheduling, onboarding equipment, coordinating events, and assisting HR with logistics. This on-site role is based in Fairfax, VA, offering growth within a professional, collaborative environment.

Qualifications

• Minimum 2+ years of office support or administrative assistance experience.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience using Outlook for email, calendaring, and scheduling.
• Ability to use Excel effectively for tracking, reporting, and organizing information.
• Strong administrative support and clerical skills, with the ability to manage multiple tasks simultaneously.
• High capacity for self-motivation and initiative, with the ability to work independently and proactively.
• Excellent time management skills and the ability to prioritize tasks effectively.
• Customer service orientation with excellent verbal and written communication skills.
• Meticulous attention to detail and strong organizational skills.
• Ability to work well under pressure and meet deadlines.
• Knowledge of Office 365 tools, including Teams and SharePoint.

Responsibilities

• Assist staff with project and marketing meeting needs, including scheduling, preparing agendas, and assembling meeting materials.
• Maintain control of client meetings and conference room scheduling to ensure efficient use of shared spaces.
• Manage the company calendar, including PTO, teleworking schedules, and company-related events.
• Ensure communication channels operate efficiently to distribute correspondence to internal staff, clients, and vendors.
• Answer incoming telephone calls in a professional manner, determine the purpose of each call, and route calls to the appropriate personnel or department.
• Respond to general inquiries from callers and provide accurate and appropriate information.
• Welcome guests upon arrival, ensure they feel comfortable, and assist them in settling into meetings.
• Prepare proposals, work orders, letters, and other project-related correspondence as directed by leadership.
• Perform research on new projects as directed by leadership to support business development and project planning.
• Order, receive, and maintain office supplies, and ensure the office kitchen is fully stocked at all locations.
• Oversee relationships with building property management and third-party vendors to ensure all office locations are safe, clean, and well maintained.
• Maintain conference room scheduling, cleanliness, and supplies across all locations.
• Receive, sort, and route incoming mail and packages to the appropriate recipients.
• Monitor office equipment and coordinate with vendors to address maintenance and repair needs.
• Assist the HR department with onboarding equipment and supplies for new employees.
• Coordinate print and delivery requests with external vendors and assemble materials for overnight shipping when needed.
• Champion and encourage a positive office work culture through daily interactions and support of company initiatives.
• Maintain a positive working environment by helping to enforce office procedures, rules, and regulations.
• Organize social events for staff to recognize significant achievements and milestones.
• Manage the creation and scheduling of company-wide events, with guidance from leadership, including planning and execution.
• Support company-wide staff development and onboarding oversight by coordinating logistics and communication.
• Plan and execute monthly and quarterly social calendar events that foster engagement and team building.
• Assist with other projects or tasks that move the business forward and support the overall mission of the organization.

Skills

Scheduling

Vendor management

Customer service

Communication

Time management

Multitasking

Event coordination

Microsoft Office

Office procedures

Attention to detail

Tools

Office 365

Teams

SharePoint

Job description

Job Description

This role provides comprehensive administrative, communication, and facilities support to ensure the office runs smoothly and delivers an exceptional experience for employees, clients, and visitors. The Office Administrator coordinates meetings and events, manages office supplies and equipment, supports project documentation and proposals, and actively contributes to a positive and collaborative workplace culture.

Responsibilities

• Assist staff with project and marketing meeting needs, including scheduling, preparing agendas, and assembling meeting materials.
• Maintain control of client meetings and conference room scheduling to ensure efficient use of shared spaces.
• Manage the company calendar, including PTO, teleworking schedules, and company-related events.
• Ensure communication channels operate efficiently to distribute correspondence to internal staff, clients, and vendors.
• Answer incoming telephone calls in a professional manner, determine the purpose of each call, and route calls to the appropriate personnel or department.
• Respond to general inquiries from callers and provide accurate and appropriate information.
• Welcome guests upon arrival, ensure they feel comfortable, and assist them in settling into meetings.
• Prepare proposals, work orders, letters, and other project-related correspondence as directed by leadership.
• Perform research on new projects as directed by leadership to support business development and project planning.
• Order, receive, and maintain office supplies, and ensure the office kitchen is fully stocked at all locations.
• Oversee relationships with building property management and third-party vendors to ensure all office locations are safe, clean, and well maintained.
• Maintain conference room scheduling, cleanliness, and supplies across all locations.
• Receive, sort, and route incoming mail and packages to the appropriate recipients.
• Monitor office equipment and coordinate with vendors to address maintenance and repair needs.
• Assist the HR department with onboarding equipment and supplies for new employees.
• Coordinate print and delivery requests with external vendors and assemble materials for overnight shipping when needed.
• Champion and encourage a positive office work culture through daily interactions and support of company initiatives.
• Maintain a positive working environment by helping to enforce office procedures, rules, and regulations.
• Organize social events for staff to recognize significant achievements and milestones.
• Manage the creation and scheduling of company-wide events, with guidance from leadership, including planning and execution.
• Support company-wide staff development and onboarding oversight by coordinating logistics and communication.
• Plan and execute monthly and quarterly social calendar events that foster engagement and team building.
• Assist with other projects or tasks that move the business forward and support the overall mission of the organization.

Essential Skills

• Minimum of 2+ years of office support or administrative assistance experience, including ordering office supplies and working with vendors.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience using Outlook for email, calendaring, and scheduling.
• Ability to use Excel effectively for tracking, reporting, and organizing information.
• Strong administrative support and clerical skills, with the ability to manage multiple tasks simultaneously.
• High capacity for self-motivation and initiative, with the ability to work independently and proactively.
• Excellent time management skills and the ability to prioritize tasks effectively.
• Customer service orientation with excellent verbal and written communication skills.
• Meticulous attention to detail and strong organizational skills.
• Ability to work well under pressure and meet deadlines.
• Knowledge of Office 365 tools, including Teams and SharePoint.

Additional Skills & Qualifications

• Experience with Smartsheet or similar tools for writing or tracking proposals is highly desirable.
• Experience with Deltek Vision and/or Deltek Vantagepoint is an advantage.
• Comfort working in a fast-paced, project-driven environment.
• Ability to build positive relationships with internal teams, clients, and vendors.
• Strong interpersonal skills and a collaborative mindset to support a positive office culture.

Work Environment

This position operates in a professional office environment and supports multiple locations. The role is 100% on-site, with daily interaction across teams, leadership, clients, and vendors. The office uses Microsoft Office 365 tools, including Teams and SharePoint, as well as systems such as Deltek Vision, Deltek Vantagepoint, and Smartsheet (where applicable) to manage projects, proposals, and communication. You will work around standard office equipment such as computers, printers, copiers, and phone systems, and you will coordinate with external vendors for office supplies, equipment maintenance, and print and delivery services. The environment emphasizes collaboration, hands-on service, and high-quality work, with a strong focus on client satisfaction and team culture. Professional business attire is typically expected, particularly when greeting visitors and hosting client meetings. The organization values a supportive, team-oriented atmosphere that combines the resources of a larger firm with the personal attention and flexibility of a boutique setting.

Job Type & Location

This is a Permanent position based out of Fairfax, VA.

Pay and Benefits

The pay range for this position is $60000.00 - $70000.00/yr.

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.

Client benefits - I have via email- we can sent to candidates

Application Deadline

This position is anticipated to close on Oct 23, 2026.

Workplace Type

This is a fully onsite position in Fairfax,VA.

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.