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Office Coordinator | Pay: $25-$30/hr | Onsite in Fairfax VA

Overview

As the Office Coordinator, you are the heartbeat of daily operations—ensuring organizational effectiveness, smooth communication, and a thriving workplace culture. From welcoming visitors and supporting internal meetings to championing employee experiences, your role touches every part of the firm's success.

Key Responsibilities

+ Provide logistical and administrative support to project and marketing teams, including meeting scheduling, note-taking, and preparation of materials.

+ Manage the scheduling and setup of client meetings and conference rooms across the office.

+ Track staff availability and communicate absences (e.g., PTO, travel, sick days) to relevant teams and leadership.

+ Ensure timely and efficient dissemination of internal communications and office-wide memos.

+ Answer and route incoming calls with professionalism and care; handle messages and voicemails promptly.

+ Greet and assist guests, ensuring a warm and professional experience.

+ Oversee office supply inventory and manage vendor orders, especially for kitchen and workplace essentials.

+ Serve as the liaison with building management and external vendors to maintain a clean, secure, and functional workspace.

+ Receive, sort, and distribute incoming mail; manage scanning and filing of incoming documents.

+ Maintain and troubleshoot office equipment (e.g., copiers, plotters), coordinating service as needed.

+ Perform general clerical duties including filing, copying, and report binding/shipping.

+ Foster a positive and inclusive workplace culture through clear communication, procedure enforcement, and thoughtful engagement.

+ Plan and coordinate company-wide events, celebrations, and social gatherings in collaboration with leadership.

+ Support onboarding and staff development initiatives; manage event calendars and logistics for professional and cultural initiatives.

Required Qualifications

+ 3–5+ years of office coordination or administrative support experience, ideally within the Architecture, Engineering, or Construction (AEC) industry.

+ Must have experience with Deltek Vision or Vantage.

+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

+ Strong organizational and time management skills with meticulous attention to detail.

+ Clear, professional communication with a focus on customer service and teamwork.

+ Ability to manage shifting priorities under tight deadlines.

Preferred Qualifications

+ Billing and invoicing experience is a strong plus.

+ Bachelor’s degree preferred.

+ Familiarity with Office 365 project tools.

+ Self-starter with high initiative and a proactive mindset.

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 Fairfax,VA.

Application Deadline

This position is anticipated to close on Jul 24, 2025.

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® double diamond 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 [email protected] (%[email protected]) for other accommodation options.