Administrative Coordinator

Job Description

Job Title: Administrative Coordinator

Job Description

The Coordinator plays a key role in supporting day-to-day operations by managing the full lifecycle of equipment rentals from start to finish. This position ensures that equipment is available, prepared, scheduled, delivered, billed, and returned in a timely and accurate manner.

Responsibilities

• Support all rental requests for both internal teams and customers
• Work with operations to make sure equipment is repaired and ready to go
• Coordinate deliveries and pickups with logistics
• Prepare quotes, create contracts, and manage billing and adjustments
• Review invoices and keep records organized
• Help with collections when needed
• Work with customers to confirm purchase orders and approvals
• Track equipment and complete inventory checks
• Find equipment when needed, both internally and from outside vendors
• Keep accurate records for all rental activity in company systems
• Update equipment status, notes, and details as needed
• Ensure returned equipment is properly processed and closed out
• Follow up on open rental opportunities and keep teams updated
• Review and approve vendor invoices for accuracy
• Respond to emails and requests in a timely way
• Support team members and help with shared tasks
• Provide reports to customers and internal teams as needed
• Assist with logistics coordination when required
• Review service-related charges for accuracy and proper documentation
• Work with leadership to plan equipment needs and future purchases

Essential Skills

• 3–5 years of experience
• Industry knowledge or the ability to quickly learn this environment.
• Strong administrative skills, including being highly organized, detail-oriented, and an effective record keeper.
• Proficiency with Excel spreadsheets
• Proficiency with SAP or another ERP large system
• Strong customer service skills

Work Environment

This is a full-time, hourly, 100% onsite role. The typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. You will work closely with a small, collaborative team.

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

The pay range for this position is $24.00 - $26.00/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 Frederick,MD.

This position is anticipated to close on Jun 5, 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® double diamond 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 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.