Office Manager

Aston Carter is hiring an Office Manager!

Job Description

The Office Manager oversees day-to-day office operations, supports senior leadership, and ensures a smooth and efficient workplace. This role serves as the right hand to the Chief Operating Officer and the Director of Operations, managing office logistics, coordinating onboarding and offboarding processes, and handling administrative functions such as scheduling, expense reporting, and benefits administration.

Responsibilities

• Serve as the primary office management lead and act as the right hand to the Chief Operating Officer and Director of Operations, ensuring daily operations run smoothly.
• Oversee all aspects of office management, including ordering office equipment and supplies and ensuring they are placed and maintained in the appropriate areas.
• Manage onboarding and offboarding processes for employees, including data entry, documentation, and coordination with relevant internal teams.
• Maintain accurate employee records and ensure all onboarding and offboarding data is entered correctly and in a timely manner.
• Coordinate vendor management activities, including selecting, liaising with, and monitoring vendors to support office operations and services.
• Schedule meetings and manage calendars using Outlook and Microsoft Teams, ensuring efficient use of time for leadership and team members.
• Organize and maintain document management within Microsoft Teams so that all team members can easily access current and relevant information.
• Oversee the use and administration of the phone and communication system via Microsoft Teams, ensuring effective communication across the organization.
• Prepare, process, and track expense reports, ensuring accuracy and adherence to internal guidelines and timelines.
• Support benefits administration by coordinating employee benefits-related activities and assisting with related documentation and communication.
• Utilize ADP and other HR-related systems, as applicable, to support HR processes and maintain accurate records.
• Collaborate with leadership and team members to continuously improve office procedures and operational efficiency.
• Provide general administrative support to the COO, Director of Operations, and broader team as needed.

Essential Skills

• 3–6 years of office management experience.
• Demonstrated experience managing onboarding and offboarding processes for employees.
• Proven vendor management experience, including coordination and oversight of external service providers.
• Experience scheduling meetings and managing calendars for multiple stakeholders.
• Experience preparing and managing expense reports.
• Strong proficiency with Microsoft Outlook for email and calendar management.
• Strong proficiency with Microsoft Excel for data tracking and reporting.
• Strong proficiency with Microsoft Teams for collaboration, communication, and document sharing.
• Strong proficiency with Microsoft PowerPoint for presentations and internal communication.
• Experience with benefits administration.
• Solid HR knowledge related to onboarding, offboarding, and employee data management.
• Strong attention to detail and accuracy in data entry and documentation.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.

Additional Skills & Qualifications

• Experience in medical device, healthcare, biotech, or professional services environments is preferred.
• Experience using ADP for HR and payroll-related functions is preferred.
• Experience in a growing or spin-off organization is beneficial.
• Ability to build strong working relationships with leadership, staff, and external vendors.
• Comfort working in a dynamic environment with evolving processes and team growth.

Work Environment

The role is based in an office environment with standard business hours.

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 $24.00 - $26.00/hr.

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 Jun 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® double diamond 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.