Office Manager

Job Description

Job Description

Job Title: Operations Coordinator

Job Description

The Operations Coordinator plays a central role in supporting payroll administration, apprentice tracking, onboarding, employee records, office operations, vendor coordination, and general administrative functions. This position serves as the administrative hub for workforce coordination and office operations, partnering closely with leadership and internal teams, but does not function as a traditional HR Manager role. The Operations Coordinator helps keep day-to-day operations running smoothly and ensures accurate, timely, and organized support across the business.

Responsibilities

• Support payroll activities by administering timekeeping processes and collecting timecards to ensure accurate and timely payroll support.
• Coordinate new hire onboarding, including preparing and processing employee paperwork and ensuring a smooth start for new employees.
• Maintain and organize personnel files and employee records, ensuring information is complete, accurate, and up to date.
• Track apprentices’ schooling, attendance, and progress, and maintain accurate documentation of their development.
• Monitor and track licenses, certifications, and training records to ensure compliance and timely renewals.
• Administer paid time off (PTO) tracking and support workforce reporting to provide accurate information to leadership.
• Manage office supplies, coffee service, uniforms, and vendor coordination to maintain a well-equipped and professional office environment.
• Schedule meetings, coordinate calendars, and provide general office administration to support daily operations.
• Provide administrative support for benefits and workers’ compensation administration as needed.
• Coordinate recruiting activities, including scheduling interviews and supporting candidate communication.
• Deliver administrative support to company leadership, including preparing documents, reports, and correspondence.
• Assist with event coordination and internal meetings, ensuring logistics and materials are organized.
• Participate in special projects and process improvement initiatives to enhance operational efficiency and organization.
• Prepare and maintain basic reports, including those generated through QuickBooks and Microsoft Office tools.

Essential Skills

• Minimum of 3+ years of experience in administrative, office management, payroll, or operations roles.
• Demonstrated experience providing administrative support in a fast-paced office environment.
• Familiarity with payroll processes, specifically collecting and administering timecards and timekeeping data.
• Proficiency with Microsoft Office, including the ability to create and manage documents, spreadsheets, and reports.
• Experience using QuickBooks for basic reporting and administrative support.
• Strong organizational and follow-up skills with the ability to manage a variety of tasks that support the business.
• Excellent attention to detail and accuracy in handling records, documentation, and reporting.
• Ability to manage multiple priorities and deadlines while maintaining high-quality work.
• Strong verbal and written communication skills for interacting with employees, leadership, vendors, and candidates.
• Proven ability to take initiative and work proactively with minimal supervision.
• High level of reliability, professionalism, and discretion when handling sensitive information.

Work Environment

This role is 100% onsite in an office environment, working standard hours of approximately 8:00 a.m. to 5:00 p.m. The company has a team of roughly 30–35 employees, creating a close-knit and collaborative atmosphere where the Operations Coordinator serves as a key support resource. You will work directly with company leadership and finance personnel, using tools such as Microsoft Office and QuickBooks on a daily basis. The environment is professional, organized, and operations-focused, with regular interaction across departments, vendors, and apprentices. The company offers a comprehensive benefits package that includes health insurance, a 401(k) retirement plan, paid time off (PTO), paid holidays, and company-paid training and professional development, supporting both work-life balance and long-term career growth.

This is a Contract to Hire position based out of Gaithersburg, MD.

The pay range for this position is $33.66 - $38.47/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 Gaithersburg,MD.

This position is anticipated to close on Jun 29, 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.