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Job Title: Administrative CoordinatorJob Description

The Administrative Coordinator is responsible for assembling and coordinating the production of reports, technical papers, forms, and summaries, as well as other documents of varying complexity and confidentiality. These documents are prepared under the supervision of the Office Manager, professional staff, or Branch Manager. The role involves composing material, typing, and designing general correspondence, memos, charts, tables, graphs, business plans, reports, and documents related to client, project, and professional matters. The Coordinator will proofread copy for spelling, grammar, and layout, ensuring accuracy and clarity of the final copy.

Responsibilities

+ Compose and proofread various documents to ensure accuracy and clarity.

+ Create logs and databases, perform desktop publishing, and develop visual presentations.

+ Schedule and organize complex activities such as travel, meetings, conferences, and teleconferences.

+ Organize and prioritize large volumes of information and calls.

+ Sort and distribute mail, and draft responses or reply by phone or email as necessary.

+ Field and answer routine and non-routine questions while cooperating with other assistants.

+ Assist with coordination for employee functions and events.

+ Maintain and update client, project, governmental agency, and confidential filing systems.

+ Complete Proposal Initiation and Project Initiation forms and open project files.

+ Conduct research and compile statistical reports.

+ Maintain calendar systems and inform professional staff of due dates.

+ Interact with printers and photographers as needed.

+ Proof billing reviews and client invoices for accuracy.

+ Review business leads from dailies, newspapers, and newsletters.

+ Manage day-to-day operations and workflow.

+ Organize office procedures, including filing, retrieval systems, and supplies inventory.

+ Maintain inventory for office supplies, furniture, and field equipment.

+ Process cost recoveries and run routine errands.

+ Assist office staff and manager with administrative tasks.

Essential Skills

+ Proficiency in administrative support, data entry, customer service, and Microsoft Office Suite.

+ Experience in calendar management, office management, and organization.

+ Strong skills in scheduling and ordering.

+ Excellent writing and communication skills.

+ Accurate typing skills of 40 to 50 wpm.

+ Ability to organize and multitask effectively.

+ Availability to work overtime on short notice as required by project demands.

+ Valid U.S. driver’s license with a satisfactory driving record for business travel.

Additional Skills & Qualifications

+ High School or GED diploma with 4 years of experience; or Associate's degree (AA) with 2 years of experience; or a Bachelor’s degree (BA) with no experience; or equivalent combination of education and experience supplemented by coursework in business office procedures, typing, secretarial and related subjects.

Work Environment

The position is located in a downtown office, with most employees commuting via public transportation. The office is subleased to a law firm, resulting in shared facilities such as a well-equipped kitchen. The environment offers visibility and networking opportunities, allowing for future growth by taking on additional administrative tasks as trust is built with the team.

Job Type & Location

This is a Contract position based out of Portland, Oregon.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/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 Portland,OR.

Application Deadline

This position is anticipated to close on Oct 15, 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.