Office Coordinator

Job Title: Office Receptionist and Operations AssistantJob DescriptionThis role provides front desk reception and day-to-day office operations support, ensuring a welcoming environment for visitors and a well-organized workspace for staff. The position combines reception duties, administrative support, and hands-on assistance with office organization and an upcoming office move. You will serve as a central point of contact for visitors and employees, manage daily office logistics, and help maintain a professional, efficient, and friendly workplace.

Responsibilities

• Greet visitors in a professional and friendly manner and ensure they feel welcomed upon arrival.
• Answer and route incoming phone calls, respond to emails, and manage front desk communications efficiently.
• Manage deliveries, mail, and packages, ensuring timely distribution to the appropriate staff members.
• Respond promptly to staff requests and provide general administrative support as needed.
• Maintain an organized and clean reception area, café, conference rooms, supply areas, and other shared spaces.
• Monitor office inventory, including supplies and materials, and proactively restock items to prevent shortages.
• Maintain cleanliness and order in shared spaces and identify areas needing attention or improvement.
• Prepare and set up conference rooms for meetings, ensuring all necessary materials and equipment are in place.
• Coordinate meeting setups and room configurations based on staff and visitor needs.
• Ensure meeting spaces are ready in advance for internal staff and external visitors.
• Perform data entry and filing tasks accurately to support office record-keeping and administrative processes.
• Assist with various on-site projects related to the upcoming office move, including organizing, packing, and disposing of trash and furniture.
• Move and handle heavy items, furniture, and boxes safely as part of the office relocation and daily operations.
• Multitask effectively at the front desk by managing phone calls, emails, visitor check-ins, and staff requests simultaneously.
• Communicate clearly with colleagues about task status, office needs, and any issues that may affect daily operations.

Essential Skills

• At least 2+ years of office experience in a reception, administrative support, or front desk role.
• Strong administrative support skills, including data entry and filing with a high level of accuracy.
• Customer service skills with the ability to provide a professional, friendly, and approachable presence at the front desk.
• Proficiency with Microsoft Outlook for email and calendar management.
• Working knowledge of Microsoft Word for document creation and editing.
• Working knowledge of Microsoft Excel for basic spreadsheets and tracking.
• Ability to multitask effectively in a front desk environment, handling phone calls, emails, visitors, and staff requests concurrently.
• Organizational skills with the ability to keep the office well maintained, tidy, and efficiently arranged.
• Reliability, including consistent on-time arrival, responsiveness, and strong follow-through on assigned tasks.
• Professional demeanor, with strong verbal and written communication skills and a courteous attitude.
• Proactive mindset, with the ability to identify office needs and take action to address concerns without constant direction.
• Physical ability to move and lift heavy items, including furniture and boxes, as part of office operations and the upcoming move.

Additional Skills & Qualifications

• Experience managing a front desk or reception area in a busy office environment.
• Comfort working in a fast-paced setting with frequent interruptions and changing priorities.
• Attention to detail when maintaining inventories, organizing shared spaces, and supporting meetings.
• Ability to build positive working relationships with colleagues across different departments.
• Interest in contributing to office projects, including relocations and space organization initiatives.

Work EnvironmentThis position is based in an office currently located in Georgetown and will be moving to Northwest Washington, DC at the end of January. The role is part-time, with core hours from 8:30 a.m. to 3:00 p.m., Monday through Friday, and is not a 40-hour workweek. You will work on-site alongside approximately 30 employees in a professional office setting. The environment includes a reception area, café, conference rooms, and shared supply spaces that require regular organization and upkeep. The role involves hands-on tasks, including moving furniture and other heavy items, especially in connection with the upcoming office move. Standard office technology such as phones, computers, and Microsoft Office applications (Outlook, Word, Excel) is used daily. Professional, neat attire is expected to maintain a polished and welcoming appearance at the front desk. Job Type & LocationThis is a Contract to Hire position based out of Washington, DC. Pay and BenefitsThe pay range for this position is $26.44 - $28.85/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 to Hire position based out of Washington, DC. Application DeadlineThis position is anticipated to close on Nov 23, 2026. Workplace TypeThis is a fully onsite position in Washington,DC.

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.