Administrative Coordinator

Aston Carter • Gainesville, VA • 13h ago

Job Title: Administrative Coordinator

Job Description

The Administrative Coordinator is responsible for executing customer vehicle relocation orders and all supporting business operations. Key activities include managing customer orders, executing them efficiently, ensuring clear communication with internal and external resources, maintaining accurate data in CRM systems, and fostering relationships with vendors.

Responsibilities

Negotiate vendor fees using additional resources to track current market values.

Obtain and provide vendor invoices for accounting, scanning, and updating notes in orders.

Acquire transporter bills of lading, scanning and updating notes in orders.

Ensure vendor compliance with applicable DOT regulations and Federal, State, and Local laws.

Ensure all vendors meet safety and insurance requirements.

Update CRM activities and notes promptly and maintain accurate data after each telephone call and email communication.

Create drop ship and release requests in storage partner systems to maintain accurate vehicle inventory.

Create tasks and follow through to maintain accurate time-sensitive notes.

Follow up with vendors to ensure orders have the most accurate up-to-date information.

Form strong relationships with vendors of various expertise (tow, DOT, overseas, repo, etc.).

Perform regular administrative tasks in support of the team.

Assist with business projects and reporting.

Actively identify and engage in process improvements.

Other tasks and duties as assigned.

Essential Skills

Proficiency in Microsoft Office, including Excel.

1 to 3+ years of administrative or strong retail (operational) experience.

Strong data entry skills.

Experience in administrative support and customer service.

Proficiency in Outlook.

Additional Skills & Qualifications

Adhere to organizational goals and objectives.

Demonstrate open, effective communication and teamwork.

Customer focus.

Act with integrity and professionalism.

Work to maintain quality standards.

Balance client requirements with company policies and operational procedures.

Demonstrate reliable and predictable attendance.

Work Environment

This position offers a hybrid work environment with 2 days in-office and 3 days remote after 4 to 6 months of training. They will be onsite in Gainesville, VA.

Job Type & Location

This is a Contract to Hire position based out of Gainesville, VA.

Pay and Benefits

The pay range for this position is $18.00 - $20.00/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 Gainesville,VA.

Application Deadline

This position is anticipated to close on Jan 16, 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® 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.

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