Job Title: Administrative Assistant / ReceptionistJob Description
The Administrative Assistant / Receptionist provides high-level administrative and reception support to ensure the office runs smoothly and professionally. This role manages incoming calls and emails, processes invoices through Nexus, prepares and maintains documents and records, and supports day-to-day office operations. The position requires strong organizational skills, excellent communication in both Spanish and English, and the ability to handle multiple tasks accurately in a fast-paced, professional environment.
Responsibilities
Answer and direct incoming phone calls in a professional and courteous manner.
Serve as the first point of contact at reception, providing helpful and friendly assistance to visitors and callers.
Process and enter invoices accurately using Nexus and support basic bookkeeping activities.
Prepare invoices, reports, memos, letters, financial statements, and other business documents.
Respond to emails promptly and professionally, routing messages and information to the appropriate parties.
Open, sort, and distribute incoming correspondence, including mail, faxes, and emails.
Prepare responses to routine correspondence and inquiries using clear and accurate written communication.
Maintain records management systems, ensuring documents are organized, up to date, and easily retrievable.
File and retrieve corporate documents, records, and reports in accordance with established procedures.
Order and maintain office supplies to ensure the office remains fully stocked and operational.
Handle sensitive information with discretion and maintain strict confidentiality at all times.
Work independently to prioritize and manage time effectively while handling multiple tasks and deadlines.
Support general administrative and executive assistance needs as required to facilitate efficient office operations.
Essential Skills
At least 2-4 years of experience in administrative support or a similar office-based role.
Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
Bilingual proficiency in Spanish and English, with the ability to communicate clearly in both languages.
Proven ability to multitask effectively while maintaining accuracy and attention to detail.
Strong organizational skills and the ability to keep information, documents, and tasks well structured.
Customer service and interpersonal skills to provide a positive experience for callers and visitors.
Ability to work independently and manage time effectively in a busy office environment.
Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.
Previous experience using Microsoft Office applications, including Word, Excel, and PowerPoint.
Experience using Nexus for invoice processing.
Ability to adapt to changing priorities while maintaining high-quality work.
Additional Skills & Qualifications
High school diploma or GED required.
Experience with Microsoft SharePoint for document storage and collaboration.
Demonstrated administrative organization skills, including managing files, records, and office systems.
Strong attention to detail, with a commitment to producing accurate and complete work.
Stable and consistent work history that reflects reliability and long-term commitment.
Comfort with participating in a multi-step interview process, including virtual and in-person discussions.
Interest in a long-term opportunity with potential for conversion to a permanent role.
Work Environment
This is a full-time, on-site role with a regular schedule of Monday through Friday, 9:00 a.m. to 5:00 p.m. The position is based in a professional office environment where the Administrative Assistant / Receptionist supports daily operations at the front desk and within the broader administrative team. Work is primarily computer-based, using tools such as Microsoft Word, Excel, PowerPoint, SharePoint, and Nexus for invoice processing and document management. The role involves frequent interaction by phone, email, and in person, requiring a polished, professional demeanor. A laptop is provided to perform job duties. The office setting is structured, organized, and focused on accuracy, confidentiality, and responsive service, with a standard professional dress code appropriate for a reception and administrative office environment.
Job Type & Location
This is a Contract position based out of Miami, FL.
Pay and Benefits
The pay range for this position is $24.00 - $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 Miami,FL.
Application Deadline
This position is anticipated to close on May 27, 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.
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.
