Office Coordinator

Job Description

Job Description

Office Coordinator

St. Louis, MO

Job Description

The Office Coordinator is a highly organized, proactive, and personable team member who serves as the first point of contact for visitors, candidates, vendors, and employees. This on-site role is responsible for creating a welcoming and professional office environment while supporting day-to-day operations, administrative coordination, and executive support. The ideal candidate thrives in a fast-paced environment, handles confidential information with discretion, and takes pride in keeping the workplace organized, responsive, and efficient.

Responsibilities

• Greet and welcome visitors, candidates, vendors, and employees in a professional and friendly manner.
• Manage incoming calls, emails, and general inquiries, directing them to the appropriate internal contact.
• Maintain a clean, organized, and professional reception area and shared office spaces.
• Coordinate visitor logistics, including scheduling, check-in procedures, security protocols, conference room readiness, food orders, and guest accommodations.
• Oversee day-to-day office needs, including supplies, equipment, shared spaces, and vendor relationships.
• Manage mail, shipments, deliveries, and distribution of incoming materials.
• Coordinate company events, team lunches, and company-wide employee onboarding process, including workspace setup, office materials, badges/access coordination, and first-day readiness.
• Assist with facilities-related coordination and communicate office needs, repairs, or issues to the appropriate internal or external contacts.
• Help maintain a positive, organized, and engaging office environment aligned with company culture.
• Provide calendar management, meeting scheduling, and administrative support for senior leaders, as needed.
• Coordinate travel arrangements, itineraries, and related logistics.
• Assist with expense reports, meeting preparation, agendas, materials, room setup, and follow-up items.

Essential Skills

• Minimum of 2 years of experience in a receptionist, office coordinator, administrative assistant, or similar support role.
• Experience supporting office operations, executive scheduling, meeting coordination, and/or workplace logistics.
• Proficiency with Google Workspace and/or Microsoft Office; experience with office technology, scheduling tools, and expense systems.
• Strong organizational skills with the ability to manage multiple priorities, follow through on details, and adapt in a dynamic environment.
• High level of professionalism, judgment, and discretion when handling sensitive or confidential information.
• Ability to multitask and thrive in an agile, fast-paced, deadline-driven environment while remaining flexible, proactive, resourceful, and efficient.
• Proficient verbal and written communication skills, with the ability to share and receive information and ideas from all levels of the organization to achieve desired results.

Additional Skills & Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree preferred.
• Experience working in a life sciences, healthcare, laboratory, biotechnology, or other regulated environment.
• Experience supporting executives or senior leaders.
• Experience coordinating events, meetings, onboarding, vendors, or facilities-related activities.

Work Environment

The role is 100% in-office with a 7:30 AM or 8:00 AM start time, totaling 40 hours a week. The Office Coordinator will sit at the front desk/reception area.

This is a Contract to Hire position based out of Saint Louis, MO.

The pay range for this position is $31.00 - $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)

This is a fully onsite position in Saint Louis,MO.

This position is anticipated to close on Aug 1, 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.