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Job Title: Administrative CoordinatorJob Description

The Administrative Coordinator plays a crucial role in the execution of customer vehicle relocation orders and the support of all related business operations. This position involves managing customer orders, ensuring accurate communication with internal and external stakeholders, maintaining precise data in the CRM, and fostering strong vendor relationships.

Responsibilities

+ Negotiate vendor fees using additional resources to track current market values.

+ Obtain and provide vendor invoices for accounting, and scan and update notes in orders.

+ Acquire transporter bills of lading, scan and update notes in orders.

+ Ensure vendor compliance with applicable DOT regulations and Federal, State, and Local laws.

+ Verify all vendors meet safety and insurance requirements.

+ Promptly update CRM Activities and Notes and maintain accurate data after each communication.

+ Create drop ship and release requests in Storage partner systems to maintain accurate vehicle inventory.

+ Create tasks and follow through to maintain accurate time-sensitive notes.

+ Follow up with vendors to ensure orders have the most up-to-date information.

+ Form strong relationships with vendors of various expertise, including tow, DOT, overseas, and repo.

+ Perform regular administrative tasks in support of the team.

+ Assist with business projects and reporting.

+ Actively identify and engage in process improvements.

+ Complete other tasks and duties as assigned.

Essential Skills

+ 1 to 3+ years of administrative or strong retail operational experience.

+ Proficiency in Microsoft Office, especially Excel.

+ Strong data entry skills.

+ Experience in administrative support and customer service.

+ Proficiency in using Outlook.

Additional Skills & Qualifications

+ Adherence to organizational goals and objectives.

+ Demonstrate open, effective communication and teamwork.

+ Customer-focused approach.

+ Act with integrity and professionalism.

+ Work to maintain quality standards.

+ Ability to balance client requirements with company policies and operational procedures.

+ Demonstrate reliable and predictable attendance.

Work Environment

This position offers a hybrid work environment with 2 days in-office and 3 days remote. The dress code is business casual, requiring clean, well-pressed tops, pants (including jeans), skirts, and dresses. Unacceptable attire includes tight-fitting or overly baggy items, t-shirts with slogans, sweatshirts/hoodies, tank tops, tops with spaghetti straps, muscle shirts, crop tops, short skirts, shorts, leggings, pants with holes, pants worn below the waistline, athletic apparel, athletic shoes, and flip-flops.

Job Type & Location

This is a Contract to Hire position based out of Gainesville, VA.

Pay and Benefits

The pay range for this position is $18.00 - $20.00/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 Gainesville,VA.

Application Deadline

This position is anticipated to close on Jan 16, 2026.

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.