Office Administrator

Job Description

Job Description

Job Title: Office Administrator / Front Desk Coordinator
Job Description

This role serves as the primary front desk coordinator and office administrator, responsible for managing day-to-day front office operations, supporting administrative tasks, and creating a welcoming, organized, and professional environment for visitors, clients, and staff.

Responsibilities

• Greet visitors warmly and maintain a professional, polished front desk presence at all times.
• Answer, screen, and direct incoming calls promptly and courteously.
• Send follow-up emails and make outbound calls, including reminders for outstanding or past-due payments.
• Print, scan, and file documents while maintaining organized and up-to-date records.
• Prepare and update basic proposals using existing templates and guidelines.
• Manage weekly Certificate of Insurance (COI) requests and maintain accurate COI documentation.
• Support general office organization, including tidying shared spaces and ensuring supplies and materials are in order.
• Coordinate front desk activities to support smooth office workflow and daily operations.
• Assist with light proposal support, including filling in templates and basic document creation.
• Support scheduling, billing, and other administrative tasks as needed.
• Communicate with clients in a friendly, professional manner and follow up on client requests.
• Demonstrate consistent reliability, punctuality, and professionalism in all aspects of the role.

• Proficiency with Microsoft Office basics, including using Excel for simple tracking and Word for document editing and templates.
• Experience handling front desk responsibilities such as greeting visitors, managing calls, and supporting office workflow.
• Strong professional communication skills with a clear, friendly, and confident phone presence.
• Ability to follow up on payments and client requests in a courteous and effective manner.
• Competence in document handling, including printing, scanning, filing, and maintaining organized records.
• Demonstrated reliability, strong attendance, punctuality, and consistent professionalism.
• Prior experience in an office or administrative environment (preferred).
• Ability to stay organized and manage multiple small tasks simultaneously.
• Strong interpersonal and communication skills with a positive, customer-focused approach.
• Team-oriented mindset and willingness to support colleagues and broader office needs.

• Exposure to construction, engineering, real estate, or similar industries, including familiarity with basic terminology or workflows.
• Experience working in construction or related service industries is a plus.
• Familiarity with Certificates of Insurance (COIs), including sending, collecting, and tracking COIs.
• Comfort handling sensitive conversations such as past-due payment follow-ups.
• Experience providing light proposal support, including filling in templates and assisting with basic document creation.
• Experience supporting scheduling and billing activities.
• Interest in building a career within a growing industry such as construction or related services.
• Positive attitude, strong customer service orientation, and desire to be a central point of contact in the office.

This is a fully onsite, front desk role in a professional, office-based environment. The standard schedule is Monday through Friday, 9:00 AM to 5:00 PM, with no weekend work, offering a stable and structured workweek. You will serve in a customer-facing capacity, interacting regularly with visitors and clients while collaborating closely with a supportive office team. The environment emphasizes clear expectations, consistent and predictable responsibilities, and a manageable workload. This position provides an opportunity to be the central point of contact in daily operations and to gain experience in a growing construction or services-related industry. The interview process typically consists of a single onsite interview of approximately 30 minutes.

Job Type & Location

This is a Contract to Hire position based out of Sunrise, FL.

The pay range for this position is $20.00 - $24.00/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 Sunrise,FL.

This position is anticipated to close on Jul 8, 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.