• Office Coordinator

    Aston Carter (Santa Monica, CA)


    Job Title: Office Coordinator

    •** if you are interested in this opportunity, please feel free to apply and email me your resume at alalfaro @ astoncarter.com so we can schedule a time to connect asap! **

    Job Description

    We are seeking a dedicated and detail-oriented Office Coordinator to manage clerical duties, building maintenance logistics, campus events, and facilitate partnerships at our Santa Monica campus. This role requires a proactive individual capable of handling multiple projects simultaneously in a fast-paced environment.

    Responsibilities

    + Maintain and update Front Desk policies and procedures for the Santa Monica campus buildings.

    + Greet visitors, manage office supplies inventories, and handle incoming and outgoing packages and mail.

    + Coordinate with the Security team to ensure all guests check in at the main reception and remain there until greeted by their host.

    + Maintain and update Vendor Lists quarterly and manage supplies, snacks, and products for all buildings.

    + Assist in onboarding new employees with parking passes, name plates, and seating arrangements.

    + Update and manage email distribution lists and seating charts for all buildings.

    + Create work orders for third-party vendors and coordinate with janitorial staff to uphold aesthetic standards.

    + Communicate work orders and repairs with building engineers and Facilities personnel, prioritizing urgent items.

    + Serve as the initial contact for select vendors, including Janitorial, Security, Engineering, and Valet.

    + Process vendor invoices for office supplies, event staffing, and vendor services.

    + Schedule campus events, ensuring all necessary forms are completed and third-party vendors are adequately staffed.

    + Support the execution of the annual fire drill and ensure emergency contacts are up to date.

    + Alert department management of deficiencies for timely correction and support employee Café operations.

    Essential Skills

    + Strong sense of responsibility, ownership, and excellent attention to detail.

    + Ability to identify and complete action items and assigned tasks.

    + Exemplary communication skills, both written and verbal.

    + Intermediate skills in Microsoft Word, Excel, Outlook, and PowerPoint.

    + Excellent problem-solving and multi-tasking abilities.

    + Ability to manage multiple projects simultaneously in a fast-paced environment.

    + Proficient in calendar management and meeting logistics.

    + Ability to work independently and proactively.

     

    Additional Skills & Qualifications

     

    + Experience in administrative support, customer service, and reception duties.

    + Familiarity with calendar management and meeting scheduling software.

    + Event coordination experience.

    Work Environment

    The role requires working 100% onsite at the Santa Monica campus, with hours varying between 8-5 pm and 9-6 pm, Monday through Friday. The Office Coordinator will cover all buildings on the campus and rotate regularly.

     

    Job Type & Location

     

    This is a Contract position based out of Santa Monica, CA.

    Pay and Benefits

    The pay range for this position is $24.00 - $26.00/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 Santa Monica,CA.

     

    Application Deadline

     

    This position is anticipated to close on Nov 21, 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.