Office Coordinator: Admin & Operations Catalyst

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

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.