Onsite Office Administrator & Culture Champion

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

Job summary

Aston Carter in Fairfax, VA seeks an Office Administrator to provide comprehensive administrative and facilities support, coordinate meetings, manage calendars, and assist with proposals and onboarding. The role emphasizes teamwork, organization, and a positive office culture in a fast-paced environment.

You will handle vendor relations, office supply management, and front-desk coordination across multiple locations, while ensuring exceptional service for employees, clients, and visitors.

Qualifications

• 2+ years of office support or administrative experience.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook).
• Experience with Outlook for scheduling and communications.
• Knowledge of Office 365 tools (Teams, SharePoint).
• Strong time management, organization, and detail orientation.
• Customer service orientation with excellent verbal and written communication.

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 and route them appropriately.
• Respond to general inquiries from callers with accurate information.
• Welcome guests 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 to support business development and planning.
• Order, receive, and maintain office supplies; ensure a stocked office kitchen across locations.
• Oversee relationships with building management and vendors; maintain safe, clean offices.
• Maintain conference room scheduling, cleanliness, and supplies.
• Receive and route incoming mail and packages.
• Coordinate with vendors for equipment maintenance and repairs.
• Assist HR with onboarding equipment and supplies for new employees.
• Coordinate print and delivery requests with external vendors.

Skills

Office administration

Microsoft Office

Calendar management

Vendor management

Customer service

Communication

Tools

Smartsheet

Deltek Vision

Deltek Vantagepoint

Teams

SharePoint

Job description

Aston Carter in Fairfax, VA seeks an Office Administrator to provide comprehensive administrative and facilities support, coordinate meetings, manage calendars, and assist with proposals and onboarding. The role emphasizes teamwork, organization, and a positive office culture in a fast-paced environment.

You will handle vendor relations, office supply management, and front-desk coordination across multiple locations, while ensuring exceptional service for employees, clients, and visitors.