Administrative Coordinator

Job Title: Administrative Coordinator

Job Description

The Administrative Coordinator provides front desk and office coordination support by greeting visitors, managing daily administrative activities, and serving as the primary point of contact for onsite assistance and communications. This role ensures smooth day-to-day operations by coordinating facilities needs, vendor interactions, onboarding logistics, and meeting and event support across the organization.

Responsibilities

• Greet visitors, guests, and related deliveries to the facility in a professional and welcoming manner.
• Serve as the primary point of contact for administrative requests, incoming communications, and onsite assistance.
• Manage daily office activities, including scheduling, correspondence, supply ordering, and document routing.
• Coordinate with vendors, service providers, and contractors supporting the site to ensure timely and efficient service.
• Support onboarding logistics, including IT and facilities requests, preparation of welcome materials, assembly of training binders, and coordination of desk setup.
• Coordinate facility-related needs such as janitorial requests, badge access, office equipment support, and meeting room setup.
• Oversee breakroom supplies, visitor management processes, mail handling, and allocation of shared resources.
• Assist leadership in preparing for audits and inspections, including organizing regulatory documentation and related materials.
• Support scheduling, logistics, planning, and execution of onsite and offsite meetings.
• Manage catering arrangements, meeting materials, venue coordination, and event-day logistics for meetings and events.
• Maintain accurate records through data entry and filing to support efficient office operations.

Essential Skills

• Minimum 2 years of experience in administrative, operations, or workplace coordination roles.
• High school diploma or GED required.
• Strong administrative support and clerical skills, including scheduling, correspondence, and document handling.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience using Microsoft Teams for communication and collaboration.
• Accurate data entry skills and strong attention to detail.
• Front desk and customer service experience, with a professional and courteous demeanor.

Additional Skills & Qualifications

• Associate or bachelors degree preferred.
• Experience in biotech, medical device, manufacturing, or other regulated environments preferred.
• Ability to coordinate with multiple vendors, service providers, and internal stakeholders.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Comfort working in a role that combines front desk responsibilities with broader office coordination duties.

Work Environment

This role is based onsite in an office environment, primarily seated at the front desk to provide consistent coverage and support. The Administrative Coordinator works Monday through Friday from 8:00 a.m. to 4:30 p.m., supporting a professional office setting with regular interaction with visitors, team members, and external partners. The position involves frequent use of computers and standard office equipment, coordination of meeting rooms and shared spaces, and oversight of breakroom supplies and mail handling.

Job Type & Location

This is a Contract position based out of Dayton, OH.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/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 Dayton, OH.

Application Deadline

This position is anticipated to close on Oct 29, 2026.

Workplace Type

This is a fully onsite position in Dayton,OH.

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.