Office Coordinator

Aston Carter • San Jose, CA • 1d ago

Description

Reception & Front Office: - Serve as the first point of contact for visitors, clients, and employees with a warm, professional demeanor - Answer and direct incoming calls, take messages, and handle general inquiries - Greet visitors, manage reception area, and coordinate visitor access and security protocols - Handle mail distribution, package deliveries, and courier services Executive Support: - Provide administrative support to executives including calendar management and appointment scheduling - Coordinate travel arrangements, itineraries, and expense reporting for leadership team - Prepare meeting materials, take notes, and follow up on action items - Handle confidential information and correspondence with discretion - Assist with personal tasks and errands for executives as needed Office Coordination: - Oversee daily office operations and maintain a welcoming, organized work environment - Manage office supplies inventory and coordinate with vendors for procurement - Coordinate office events, team meetings, and company functions - Support facility maintenance, space planning, and office setup needs - Assist with new employee onboarding and general HR administrative tasks - Maintain filing systems, company records, and office documentation - Support internal communications and employee engagement initiatives - Handle various administrative projects and tasks to support teams across the organization

Skills

administrative assistance, front desk administrative, shipping & receiving, mail sorting, Administrative support, Customer service, Microsoft office, Administration, Outlook, Front desk, Operation

Top Skills Details

administrative assistance,front desk administrative,shipping & receiving,mail sorting

Additional Skills & Qualifications

Minimum Qualifications: - High school diploma required - 2+ years of experience in reception, administrative support, or office coordination roles - Exceptional interpersonal and communication skills with a friendly, professional demeanor - Strong organizational abilities and attention to detail - Ability to multitask effectively while maintaining accuracy and composure - Proficient in Microsoft Office Suite, calendar management systems, and office equipment - Discretion when handling confidential information - Professional appearance and positive attitude Desired Qualifications - Associate's degree or relevant certification in business administration or related field - Experience supporting executives or senior management - Previous experience in a fast-paced startup or tech environment - Knowledge of office management software and vendor relations - Experience with event planning and coordination - Flexible, adaptable approach to changing priorities and responsibilities

Experience Level

Intermediate Level

Pay and Benefits

The pay range for this position is $25.00 - $30.00/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 San Jose,CA.

Application Deadline

This position is anticipated to close on Sep 10, 2025.

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® 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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

Go to Apply

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