Office Coordinator

Job Description

Job Description

Job Title: Office Coordinator

Job Description

The Office Coordinator ensures the smooth daily operation of the workplace by serving as the primary point of contact for office-related inquiries, coordinating facilities and vendor services, and supporting employees and managers with operational needs. This role focuses on maintaining an organized, functional, and welcoming office environment while handling onboarding logistics, office events, and basic invoicing processes in collaboration with the HR and Accounting teams.

Responsibilities

• Serve as the primary point of contact for all office-related inquiries, providing timely and professional support to employees and managers regarding workplace operations, policies, and logistics.
• Oversee daily office operations to ensure the environment remains functional, organized, clean, and welcoming for all employees and visitors.
• Coordinate with external vendors and service providers for facilities, office supplies, maintenance, and office services, ensuring timely delivery and quality service.
• Manage new hire office onboarding logistics, including preparing workspaces, coordinating equipment, and ensuring everything is ready prior to new employees’ start dates.
• Support managers by addressing office-related questions and assisting with ad hoc operational needs and special requests.
• Assist with planning and coordination of office meetings, team events, lunches, and snacks, ensuring all details are executed accurately and on schedule.
• Partner with the HR and Accounting teams to process invoices in Yardi, including general ledger (GL) coding, invoice entry, and submission for approval.
• Maintain organized office documentation, including invoices, contracts, and operational records, ensuring information is accurate, accessible, and up to date.
• Perform data entry and clerical tasks to support office operations and recordkeeping.
• Identify and recommend opportunities to improve office processes, organization, and the overall employee experience, contributing ideas for efficiency and engagement.
• Ensure consistent availability during scheduled office hours to support employees and maintain operational continuity.

Essential Skills

• Proven experience in an office coordination, administrative support, or operations support role.
• Strong organizational skills with the ability to manage multiple priorities and tasks simultaneously.
• Excellent communication skills, with a customer-service mindset that is approachable, responsive, and solutions-oriented.
• Experience coordinating vendors and managing office logistics such as supplies, maintenance, and services.
• Familiarity with accounting or invoicing systems; experience with Yardi is preferred.
• High attention to detail with strong follow-through and accuracy, particularly in invoicing and data entry.
• Proficiency in Microsoft Office or similar productivity tools for documents, spreadsheets, email, and scheduling.
• Ability to work independently and proactively in a fast-paced office environment.

Additional Skills & Qualifications

• Experience processing invoices, including GL coding, data entry, and approval workflows.
• Experience in administrative, clerical, or accounting support functions.
• Comfort learning new software systems, including Yardi and other internal tools.
• Strong interpersonal skills and the ability to build positive working relationships across teams.
• Demonstrated ability to plan and coordinate meetings, events, and office activities.
• A continuous improvement mindset with an interest in enhancing office processes and the employee experience.

Work Environment

This role is fully onsite, working in an office environment five days per week. Standard hours are 8:30 a.m. to 5:00 p.m., with a 30-minute lunch break. The position supports a busy, collaborative workplace where employees regularly interact in person, and where a welcoming, organized, and professional atmosphere is a priority. You will use Microsoft Office, Yardi (for invoicing), and other standard office technologies and equipment. The schedule and responsibilities may align with a defined assignment period, and the role requires consistent onsite presence during business hours to support daily operations and employee needs.

This is a Contract position based out of Baltimore, MD.

The pay range for this position is $25.00 - $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 Baltimore,MD.

This position is anticipated to close on Aug 6, 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® 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 ziprecruiter.com 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.