Office Administrator

Job Description

Job Description

Job Title: Office Administrator

Job Description

The Office Administrator will provide comprehensive administrative and office management support in a full-time, on-site role for a 12+ month contract. This position ensures the smooth day-to-day operation of the office by maintaining a clean and well-stocked workspace, coordinating visitors and events, and managing a variety of administrative tasks such as invoicing, scheduling, and order processing.

Responsibilities

• Maintain overall office cleanliness and ensure common areas, workspaces, and meeting rooms remain organized and presentable.
• Monitor and replenish office supplies to ensure staff have the materials and resources they need.
• Welcome and accommodate visitors, ensuring a professional and positive experience upon arrival and throughout their visit.
• Handle general requests such as arranging travel, coordinating occasional breakfasts or lunches, and responding to ad hoc office needs.
• Process invoicing and bill payments accurately and in a timely manner, following established procedures.
• Support basic computer hardware setup or decommissioning, particularly for monitors and related equipment.
• Coordinate and manage scheduling for meetings, events, and other office activities.
• Plan and organize office events, including holiday parties, trainings, and other internal gatherings.
• Arrange occasional catering services for meetings, trainings, or special events.
• Coordinate furniture requests, including ordering, tracking, and occasional setup or reconfiguration of office furniture.
• Manage shipping tasks such as preparing and sending packages via FedEx and handling incoming deliveries.
• Oversee postage-related tasks, including preparing outgoing mail and managing postage supplies.
• Provide general administrative support as needed to ensure efficient office operations.
• Collaborate with colleagues and stakeholders to resolve administrative issues and improve office processes.

Essential Skills

• Proven experience in administrative support or office administration.
• Demonstrated office management skills, including maintaining cleanliness, organization, and supplies.
• Customer service skills with the ability to interact professionally with visitors and internal staff.
• Experience with order entry and managing orders for supplies, equipment, or services.
• Ability to coordinate and manage ordering of supplies and food for meetings or events.
• Analytical skills with the ability to review, track, and manage administrative tasks such as invoicing and scheduling.
• Strong organizational and time management skills to handle multiple tasks and priorities.
• Comfort with basic computer hardware setup and decommissioning, particularly monitors.
• Attention to detail and accuracy in handling invoices, bills, mail, and shipping tasks.
• Effective communication skills for interacting with internal teams, vendors, and visitors.

Additional Skills & Qualifications

• in office administration, office coordination, or a related administrative role.
• Experience supporting event planning, such as holiday parties, trainings, or internal meetings.
• Familiarity with shipping and mailing processes, including FedEx and postage management.
• Ability to work independently with minimal supervision while also collaborating effectively with a broader team.
• Comfort managing occasional catering arrangements and working with external vendors.
• Adaptability to handle a variety of tasks in a dynamic office environment.

Work Environment

This is a full-time, on-site position based in Medford, MA, with a contract duration of at least 12 months. The Office Administrator will have their own dedicated workspace and will handle general office administrative responsibilities within a professional office setting. The role involves regular interaction with internal staff, visitors, and external vendors, as well as hands-on tasks such as managing supplies, mail, shipping, and basic hardware setup. The environment is structured yet dynamic, requiring flexibility to respond to day-to-day office needs, events, and occasional catering or furniture setup.

Job Type & Location

This is a Contract position based out of Medford, MA.

Pay and Benefits

The pay range for this position is $20.00 - $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)

Workplace Type

This is a fully onsite position in Medford,MA.

Application Deadline

This position is anticipated to close on Jun 24, 2026.

About Aston Carter

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 astoncarteraccommodation@astoncarter.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.