Office Operations Administrator

Job Title: Office Operations AdministratorJob Description

The Office Operations Administrator oversees day-to-day office operations to ensure a professional, efficient, and welcoming environment for employees, visitors, and clients. This role manages communications, facilities coordination, office inventory, and event planning while supporting meetings, travel logistics, and workplace safety. The position requires a highly organized, service-oriented professional who can manage multiple priorities, maintain accurate documentation, and contribute to continuous process improvements in a fast-paced setting.

Responsibilities

• Manage incoming phone communications and route calls promptly and accurately to the appropriate contacts.

• Handle daily mail operations, including receiving, sorting, and distributing incoming mail and coordinating outgoing shipments.

• Coordinate travel logistics, including booking arrangements and scheduling meetings as needed.

• Support internal and external meetings by arranging catering, preparing rooms, and managing onsite logistics.

• Serve as the first point of contact for visitors, vendors, and clients, ensuring a professional and welcoming office experience.

• Manage visitor access, seating assignments, and overall office experience to support a well-organized workplace.

• Plan and execute employee events and engagement initiatives, ensuring alignment with budget, participation goals, and organizational objectives.

• Maintain and update internal documentation, including procedures, shared resources, and office layouts, to keep information current and accessible.

• Oversee office inventory and workspace readiness, including supplies, furniture, and equipment, to ensure employees have what they need to work effectively.

• Support workplace safety efforts and ensure adherence to internal guidelines and procedures.

• Assist with office transitions such as relocations, renovations, or space changes, coordinating logistics and communication.

• Facilitate onboarding and offboarding processes for assigned locations, ensuring a smooth experience for new and departing employees.

• Track and submit office-related expenses in a timely and accurate manner.

• Review and process vendor billing and related documentation, ensuring accuracy and proper approvals.

• Prepare materials for internal meetings, capture meeting notes, and support follow-up actions and task tracking.

• Liaise with building management to coordinate facility needs such as maintenance requests, security access, and parking arrangements.

• Provide additional administrative and operational support as needed to assist teams and leadership.

Essential Skills

• High school diploma or equivalent required.

• 5+ years of experience in administrative, office operations, or similar support roles.

• Experience in an Architecture, Engineering, or Construction Management (AEC) firm preferred for understanding of industry-specific workflows.

• Strong interpersonal skills with a service-oriented mindset and the ability to build positive working relationships.

• Excellent written and verbal communication abilities for interacting with employees, leadership, vendors, and clients.

• Proven ability to manage multiple priorities and adapt effectively in a fast-paced environment.

• High level of organization with strong attention to detail and follow-through on tasks and commitments.

• Experience coordinating meetings, events, or employee engagement activities.

• Proficiency with standard business software, including word processing, spreadsheets, and collaboration tools.

• Proficiency in Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.

• Experience using SharePoint or similar document management and collaboration tools.

• Strong problem-solving skills with the ability to assess situations and make sound decisions independently.

• Self-starter with a proactive and resourceful approach to work and the ability to work with minimal supervision.

• Demonstrated ability to handle sensitive information with discretion and professionalism.

• Experience identifying inefficiencies and contributing to process improvements in office operations.

• Experience with office management, administrative assistance, and office support functions.

• Experience managing office supplies and vendor relationships.

• Strong customer service orientation when supporting internal stakeholders and external visitors.

Additional Skills & Qualifications

• Bachelor's degree preferred, particularly in business, administration, or a related field.

• Experience working in or supporting a rapidly growing organization or during periods of expansion.

• Background in vendor management, including reviewing invoices and coordinating services.

• Experience with event planning and coordination, including logistics and budget considerations.

• Familiarity with office layouts, seating assignments, and space planning.

• Comfort working with collaboration platforms and shared resources to support distributed teams.

• Ability to contribute ideas for enhancing employee engagement and office culture.

• Interest in continuous improvement and refining office processes and procedures.

Work Environment

This role is based in an office setting with a standard Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. Central Time. The position supports a professional workplace where employees, visitors, and clients regularly interact on-site. The environment involves frequent coordination with building management for maintenance, security access, and parking, as well as regular use of computers, phones, and standard office equipment. The role requires a professional appearance and demeanor suitable for front-facing responsibilities and serving as the first point of contact in the office.

Job Type & Location

This is a Contract to Hire position based out of Fort Worth, TX 76102.

Pay and Benefits

The pay range for this position is $30.00 - $32.00/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 Fort Worth,TX 76102.

Application Deadline

This position is anticipated to close on Jun 30, 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® Platinum Award 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 (%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.