Administrative Assistant

Job Title: Administrative Assistant / Front Desk CoordinatorJob Description

The Administrative Assistant / Front Desk Coordinator provides friendly, dependable, and highly organized administrative support in an on-site manufacturing and office environment. This role serves as the primary point of contact at the front desk, greeting visitors and employees, managing building access, and supporting multiple departments with a wide range of administrative tasks. The position is ideal for someone who enjoys wearing multiple hats, working independently, and taking on new responsibilities as business needs evolve.

Responsibilities

• Serve as the primary point of contact at the front desk, warmly greeting employees, visitors, vendors, and other guests entering the facility.
• Manage building access by assisting with printing, issuing, and distributing employee badges in an accurate and timely manner.
• Provide general administrative support to both plant and office teams, including handling routine clerical and office support tasks.
• Maintain, update, and format internal PowerPoint presentations and other business documents to support communication and reporting needs.
• Use Microsoft Word, PowerPoint, Excel, and Outlook to create documents, maintain information, and support daily communication across the organization.
• Perform data entry for inventory-related information and maintain accurate records as responsibilities expand.
• Order lunches and coordinate occasional office needs, meetings, and small events, ensuring smooth workplace logistics.
• Assist with general workplace coordination, such as supplies, front office organization, and basic facility-related requests.
• Provide support for light HR-related administrative activities as needed, such as document handling, scheduling, and recordkeeping support.
• Maintain a professional, welcoming, and organized front desk and reception area at all times.
• Respond to day-to-day administrative requests from various departments and serve as a flexible resource to support changing business needs.
• Take on additional administrative responsibilities as the role grows, including expanded support in areas such as inventory, HR, and plant administration.
• Communicate clearly and professionally with employees at different levels of the organization, vendors, and visitors.
• Prioritize and manage multiple tasks throughout the day while shifting focus as needs change.
• Demonstrate dependable attendance and punctuality to support consistent front desk coverage and on-site operations.

Essential Skills

• Previous experience in administrative support, reception, office support, or a similar role is preferred.
• Proficiency with Microsoft Office, including solid working knowledge of Word, Excel, PowerPoint, and Outlook.
• Strong organizational skills with the ability to manage several responsibilities and shifting priorities at once.
• High attention to detail, ensuring accuracy with badges, documents, spreadsheets, inventory information, and other administrative records.
• Professional, friendly, and clear verbal and written communication skills.
• Dependable attendance and punctuality, with the ability to work effectively in an on-site role Monday through Friday.
• Comfort working at the front desk and interacting with a variety of employees, visitors, and vendors.
• Ability to work independently, take initiative, and handle a variety of day-to-day office and plant administrative tasks.
• Strong multitasking skills and the ability to shift priorities throughout the day as needs arise.
• Comfort in a catch-all administrative role where responsibilities can grow into inventory and light HR support.

Additional Skills & Qualifications

• Bilingual English/Spanish skills are a plus, but not required.
• Experience in a manufacturing or industrial environment is beneficial.
• Customer service or front desk experience with a focus on providing a friendly and professional first impression.
• Interest in learning new systems, processes, and responsibilities as the organization grows.
• Desire for long-term growth, with the opportunity to move from a contract role into a permanent position as headcount is approved.
• Motivation to build a career by gaining experience, learning the business, and pursuing promotion opportunities from within.

Work Environment

This is an on-site position based in an office attached to a manufacturing facility, working Monday through Friday. You will work at the front desk in a professional office setting while regularly interacting with employees and visitors connected to the manufacturing operations. The environment combines typical office tools and technology, including Microsoft Office applications and standard office equipment, with the energy of a busy production facility nearby. The front desk and reception area are expected to remain tidy, organized, and welcoming. The role offers the opportunity to get your foot in the door with a growing company that plans to expand over the next several years, with the position starting on a contract basis and the potential to transition to a permanent role as business needs and approvals allow.

Job Type & Location

This is a Contract position based out of Portland, TN.

Pay and Benefits

The pay range for this position is $22.00 - $24.00/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)

Job Type & Location

This is a Contract position based out of Portland, TN.

Application Deadline

This position is anticipated to close on Nov 9, 2026.

Workplace Type

This is a fully onsite position in Portland,TN.

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 astoncarteraccommodation@astoncarter.com 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.