Administrative Assistant Reception - Orlando, FL

Job Description

Job Title: Administrative Assistant / Client Care Coordinator

Job Description

This role combines front desk reception, administrative support, and client care coordination in a busy office environment in Orlando, FL. You will provide professional reception and visitor support, manage a variety of administrative tasks, and contribute to marketing and design projects using Adobe Creative Suite. Working closely with brokers and internal teams, you will help deliver high-quality client service, support events, and ensure smooth day-to-day office operations throughout a three-month assignment, with the possibility of extension or conversion to a full-time role.

Responsibilities

• Serve as a primary point of contact at reception by greeting visitors, assisting with sign-in and paperwork, and providing a professional, welcoming experience.
• Answer general inquiries in person, by phone, and via email, and deliver responsive, client-facing support to internal and external stakeholders.
• Perform general administrative tasks and office support, including filing, copying, scanning, and organizing documents and materials.
• Edit, format, print, and handle documents and paperwork to support brokers and internal teams, ensuring accuracy and consistency.
• Manage Outlook and Microsoft Word for communication and documentation, including scheduling, email management, and preparation of basic correspondence.
• Support design and creative needs using Adobe Creative Suite, particularly InDesign and Photoshop, to produce and refine internal and external marketing materials.
• Work with provided design templates to create visually consistent and brand-appropriate documents, presentations, and marketing deliverables.
• Assist with planning and coordinating events involving brokers and photography sessions, ensuring logistics, materials, and schedules are well organized.
• Coordinate with multiple brokers and stakeholders to gather requirements, confirm details, and ensure timely completion of deliverables.
• Organize desks, workspaces, and shared areas to maintain a clean, efficient, and professional office environment.
• Collaborate with internal teams to deliver client requirements and support the creation and implementation of team marketing deliverables.
• Balance multiple administrative and creative tasks simultaneously while meeting deadlines and maintaining high-quality standards.
• Commit to the full assignment duration and maintain reliable attendance to support consistent office and client operations.

Essential Skills

• 3–5 years of relevant experience in a client care coordinator, administrative assistant, or similar office-based role.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities at once.
• Proven experience working in a professional office environment, supporting both administrative and client-facing activities.
• Ability to multitask effectively across administrative duties and creative responsibilities while maintaining attention to detail.
• Proficiency with Adobe Creative Suite, particularly InDesign and Photoshop, to support graphic and layout needs.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Experience using Outlook for email management, scheduling, and communication.
• Comfort with basic computer functions and common office technology.
• Strong written and verbal communication skills suitable for client-facing interactions and internal coordination.
• Reliability and commitment to completing the full assignment duration.

Additional Skills & Qualifications

• Bachelor’s degree preferred; equivalent professional experience will be considered.
• Experience supporting brokers, sales teams, or professional services staff is beneficial.
• Experience in event planning or coordination is an advantage.
• Experience working with design templates and brand guidelines is helpful.
• Familiarity with marketing deliverables, such as flyers, presentations, and brochures, is a plus.
• Comfort working in a fast-paced environment that requires flexibility and adaptability.
• Ability to collaborate effectively with multiple internal teams and stakeholders.
• Experience participating in virtual interviews and remote communication tools is beneficial, as the selection process includes two virtual interview rounds.

Work Environment

This is an on-site role based in an office in Orlando, FL, with standard hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, and some flexibility in scheduling. You will work in a professional corporate environment that includes brokers and other office staff, with regular interaction with visitors and clients at the reception area. The role relies on daily use of computers and common office equipment, including Microsoft Office (Word, Excel, PowerPoint), Outlook for email and calendar management, and Adobe Creative Suite (InDesign and Photoshop) for design-related tasks. The assignment is initially planned for three months to provide coverage, with the possibility of extension or conversion to a full-time position. The workplace emphasizes organized, tidy workspaces and smooth office operations, and you are expected to maintain a professional appearance consistent with a client-facing office setting.

This is a Contract position based out of Orlando, FL.

The pay range for this position is $23.00 - $25.00/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)

This is a fully onsite position in Orlando,FL.

This position is anticipated to close on May 31, 2026.

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 View email address on click.appcast.io 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.