Administrative Specialist

Job Title: Recruiting and Orientation Coordinator

Job Description

This onsite, 6 month contract role provides critical support during a peak busy season by coordinating and running new hire orientations, reviewing and organizing applicant data, and completing a variety of administrative tasks related to recruitment and onboarding. You will help ensure a smooth and efficient hiring process while maintaining accurate records in a fast-moving, upbeat office environment.

Responsibilities

• Review applications to determine status, relevance, and appropriate next steps in the hiring process
• Identify and remove duplicate applications to maintain a clean and accurate applicant database
• Lead new hire orientation classes to support onboarding and ensure a positive experience for incoming employees
• Verify which applicants have already been contacted by third-party partners and update records accordingly
• Remove outdated or inactive applicants from the system to keep information current
• Update records and maintain accuracy within the internal recruitment and HR platforms
• Complete administrative tasks related to documentation, tracking, and organization of candidate information
• Perform data entry with a high level of attention to detail and accuracy
• Work independently to meet project timelines, daily goals, and productivity expectations
• Collaborate professionally with internal teams and applicants, providing courteous and responsive customer service throughout the process

Essential Skills

• 1–2+ years of experience working in a professional office setting
• Proficiency with Microsoft Office, including Excel, Teams, Word, and Outlook
• Experience providing administrative support in an office environment
• Strong data entry skills with attention to detail and accuracy
• Ability to review and screen resumes and applications for relevance
• Experience supporting recruiting, recruitment, or talent acquisition activities
• Capability to lead or facilitate orientation sessions or group meetings
• Strong organizational skills for documentation, tracking, and record maintenance
• Effective communication and customer service skills when interacting with applicants and internal stakeholders
• Ability to work independently and manage time to meet daily goals and project deadlines

Additional Skills & Qualifications

• Experience with full-cycle recruiting or hiring processes
• Expereince in sales or customer-facing roles that required strong interpersonal skills
• Good job tenure, such as no more than three roles in the past five years
• Experience using Microsoft Excel for tracking, reporting, or data organization
• Familiarity with internal HR or applicant tracking systems
• Interest in or exposure to talent acquisition and recruitment coordination
• Recent college coursework or graduation that supports administrative, business, or HR functions

Work Environment

This role is fully onsite in a professional office setting and operates Monday through Friday, from 8:30 a.m. to 5:00 p.m. The position is structured as a 6-month project, supporting a peak busy season in a fast-moving, upbeat culture. You will work with standard office technologies and Microsoft Office tools, collaborating with colleagues while independently managing your daily tasks and goals. The environment is offering an opportunity to gain experience with a large Fortune 500 organization in a structured, business-casual office atmosphere.

Job Type & Location

This is a Contract position based out of INDIANAPOLIS, IN.

Pay and Benefits

The pay range for this position is $25.00 - $30.00/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 INDIANAPOLIS,IN.

Application Deadline

This position is anticipated to close on Aug 19, 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 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.