Admin Services Coordinator - Level 2

Job Title: Admin Services Coordinator - Level 2Job DescriptionThe Admin Services Coordinator - Level 2 provides comprehensive administrative support to a department or leader, ensuring smooth daily operations and a professional front-office experience. In this role, you handle a mix of reception, clerical, and customer service tasks, including answering and routing calls, greeting visitors, coordinating meetings, and maintaining office spaces. You follow established procedures to complete clearly defined tasks under close supervision, contributing to the efficiency and organization of the team.

Responsibilities

• Provide general administrative support to a department or manager, following defined procedures and standards.
• Perform administrative tasks such as conducting research, updating databases, and preparing collateral materials for mass mailings.
• Answer, screen, and route telephone calls to appropriate personnel or voicemail, and respond to routine inquiries with accurate information.
• Greet visitors in a professional manner, issue visitor passes, validate parking, and maintain accurate guest logs.
• Assist with scheduling meetings, reserving conference rooms, and preparing rooms with necessary materials and equipment.
• Maintain the reception area, conference rooms, and kitchen areas to ensure they remain clean, organized, and presentable.
• Interact with vendors for events and coordinate setup and logistics in conference rooms as needed.
• Write routine reports and correspondence, and respond to common inquiries or complaints from clients, coworkers, and supervisors.
• Use existing procedures to solve straightforward problems, escalating issues when they fall outside established guidelines.
• Handle information and phone calls with discretion and maintain confidentiality at all times.
• Deliver assigned work accurately and on time by following defined processes under close supervision and guidance.

Essential Skills

• High School Diploma or GED.
• Up to 2 years of job-related experience in administrative support, data entry, clerical, or customer service roles.
• Ability to follow basic work routines, procedures, and standards consistently.
• Clear verbal and written communication skills to exchange straightforward information and respond to routine inquiries.
• Working knowledge of Microsoft Office applications, including Word, Excel, and Outlook.
• Strong organizational skills with the ability to manage multiple tasks and maintain attention to detail.
• Inquisitive mindset with a willingness to learn and follow guidance.
• Basic math skills, including the ability to calculate simple figures such as percentages, discounts, and markups.
• Ability to work effectively under close supervision and accept direction and feedback.

Additional Skills & Qualifications

• 24 years of combined experience in entry-level administrative, clerical, or customer service positions is beneficial.
• Experience working in a front-desk, reception, or customer-facing office environment.
• Comfort interacting with internal staff, external visitors, vendors, and clients in a professional manner.
• Experience coordinating meetings, events, or conference room setups.
• Familiarity with handling confidential information in a professional setting.
• Ability to remain composed and courteous when addressing common inquiries or complaints.

Work EnvironmentThis is an in-person role based in an office environment in San Francisco, with standard hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. You primarily work at a front desk or reception area, as well as in shared spaces such as conference rooms and kitchen areas. The position requires regular use of standard office equipment and Microsoft Office software, and involves frequent interaction with visitors, coworkers, and vendors. The work follows established procedures under close supervision, providing a structured environment with clearly defined tasks and expectations. Professional attire appropriate for a corporate office and front-desk reception setting is expected. Job Type & LocationThis is a Contract position based out of San Francisco, CA. Pay and BenefitsThe pay range for this position is $10.00 - $10.00/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 & LocationThis is a Contract position based out of San Francisco, CA. Application DeadlineThis position is anticipated to close on Nov 6, 2026. Workplace TypeThis is a fully onsite position in San Francisco,CA.

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.