Office Coordinator

Job Title: Office AdministratorJob Description

The Office Administrator plays a key role in supporting the day-to-day operations of a busy Miami office. This position serves as the central point of contact for office administration, executive support, employee coordination, and facility management, ensuring a professional, organized, and welcoming environment for employees, customers, and visitors. The role requires a proactive, detail-oriented professional who is comfortable working independently, balancing multiple priorities, and supporting both local and remote stakeholders.

Responsibilities

• Serve as the first point of contact for visitors, walk-in customers, and incoming phone calls, providing a professional and friendly experience.
• Manage incoming and outgoing mail, including scanning, distributing, and handling documents accurately and efficiently.
• Maintain office supplies and inventory levels, and coordinate with vendors to ensure timely delivery of products and services.
• Coordinate office events, employee meetings, volunteer activities, and team lunches to support engagement and collaboration.
• Ensure the office environment remains organized, professional, and operating smoothly on a daily basis.
• Provide administrative support to company leaders and executives, including handling routine and ad hoc requests.
• Coordinate calendars, schedule meetings, and send Outlook invitations on behalf of leadership and key stakeholders.
• Assist with meeting logistics, including preparing materials, organizing resources, and managing follow-up activities.
• Track deadlines and help ensure required documentation, projects, and tasks are completed on time.
• Serve as a liaison between leadership and various business teams, facilitating clear and timely communication.
• Partner with Human Resources to support onboarding and employee-related processes and activities.
• Assist with sensitive employee matters while maintaining the highest level of confidentiality and discretion.
• Help facilitate new hire activities and office-based employee experiences to ensure a smooth transition into the organization.
• Support employee communication initiatives and office engagement efforts that promote a positive workplace culture.
• Coordinate with IT teams regarding office technology, employee equipment needs, and basic troubleshooting support.
• Work closely with property management on building access, parking assignments, badges, and office services.
• Assist with office maintenance requests and vendor coordination to ensure facilities are properly maintained.
• Collaborate effectively with teams across multiple locations and time zones to support business operations.

Essential Skills

• 3+ years of experience in office coordination, office administration, executive support, or similar administrative roles.
• Advanced proficiency with Microsoft Outlook, Teams, Excel, Word, and PowerPoint.
• Experience managing calendars, scheduling meetings, and coordinating executive activities.
• Strong organizational skills with the ability to prioritize multiple tasks, deadlines, and competing priorities.
• Experience handling confidential and sensitive information with professionalism and discretion.
• Ability to support multiple stakeholders in a fast-paced environment while maintaining high accuracy and attention to detail.
• Strong multitasking abilities and a proactive approach to taking initiative.
• Excellent customer service skills and professional verbal and written communication abilities.
• Strong problem-solving skills and sound judgment when addressing issues and supporting employees.
• Comfortable learning and utilizing emerging technologies, including AI tools such as Microsoft Copilot.
• Ability to collaborate effectively with teams across different locations and time zones.

Additional Skills & Qualifications

• 3+ years of experience in office administration, office coordination, executive support, or a similar role preferred.
• Bilingual English/Spanish communication skills are preferred but not required.
• Experience supporting senior leaders or executive teams.
• Exposure to HR functions, including onboarding and employee engagement initiatives.
• Experience coordinating facilities, building access, vendor management, or workplace services.
• Exposure to HR, facilities, or employee engagement activities is a plus.
• Familiarity with AI productivity tools such as Microsoft Copilot.

Work Environment

This role is based on-site in Miami, FL, in a professional office environment. The schedule is Monday through Friday, 8:00 AM to 5:00 PM ET. The position involves regular interaction with employees, customers, visitors, property management, and IT teams, and requires working with standard office technologies and collaboration tools such as Microsoft Outlook, Teams, Word, Excel, PowerPoint, and AI tools like Microsoft Copilot. The environment is fast-paced and collaborative, with a focus on maintaining an organized, welcoming, and efficient workplace.

Job Type & Location

This is a Contract to Hire position based out of Miami, FL.

Pay and Benefits

The pay range for this position is $26.44 - $31.25/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 Miami,FL.

Application Deadline

This position is anticipated to close on Sep 25, 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 [email protected] 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.