Onsite HR Admin Assistant — Temp

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

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.