Job Title: Temporary Receptionist / Administrative AssistantJob Description
This temporary, on-site Receptionist / Administrative Assistant role in Boston, MA is a 3-month assignment supporting a small regional office of approximately 20 people. You will serve as the first point of contact at the front desk, provide day-to-day administrative support, and play a key role in preparing for an upcoming office relocation. The position combines reception, office coordination, vendor onboarding support, and move logistics, offering an excellent opportunity to gain experience with a respected client and build your professional track record.
Responsibilities
Serve as the first point of contact at the front desk and greet employees and visitors warmly upon arrival.
Sign for and receive packages, ensuring they are properly logged and routed to the appropriate recipients.
Sort incoming mail, scan documents, and distribute them electronically to intended recipients.
Prepare a weekly office groceries list to ensure kitchen supplies are maintained.
Prepare a weekly office business supplies list and coordinate replenishment as needed.
Ensure the kitchen and conference rooms remain clean, organized, and presentable each day.
Manage conference room bookings, including scheduling, arranging supplies and meals, and coordinating building access for visitors.
Perform meeting room setup prior to meetings and complete thorough cleanup afterward.
Log visitor issues and maintenance or janitorial ticket requests in the Cove Tenant Portal website and follow up as needed.
Act as floor warden in case of an emergency, supporting safety procedures and communication.
Lead local site relocation activities for the Boston office targeted for the end of October 2026, coordinating timelines and tasks.
Work with document owners to develop plans for managing locally stored records, including transfer to Iron Mountain or safe destruction.
Solicit bids from third-party providers for moving supplies, trash removal, and other materials handling services required for office exit.
Identify and administer the cessation of site services such as coffee, postage, water, and similar services at the current location.
Draft and deliver notifications of address changes to clients, internal organizational units, the postal service, and suppliers, and ensure critical services are redirected to the new location.
Determine plans for furniture and décor, including decisions on relocation, disposal, or sale.
Oversee packing and relocation efforts to help ensure a smooth, timely, and well-organized office move.
Communicate with prospective suppliers and vendors about required fees and documentation to become approved vendors.
Enter vendor and supplier records and documentation into ServiceEdge/Vroozi to complete setup for terms of work and payments.
Communicate regularly with internal client services leaders to provide updates and ensure alignment throughout the vendor onboarding process.
Call vendors and coordinate with them on services, schedules, and requirements related to office operations and the move.
Communicate with the post office regarding mail services, address changes, and any necessary adjustments before and after the office relocation.
Set up vendors in the designated internal website or system as directed.
Collect badges as needed and ensure proper handling and tracking in line with office procedures.
Provide general administrative support to the office, including data entry, document preparation, and other tasks as assigned.
Essential Skills
Demonstrated customer service experience, preferably in a front desk or reception environment.
Experience providing administrative support in an office setting.
Proficiency with Microsoft Office 365, including Word and Excel.
Ability to perform accurate data entry and maintain organized records.
Strong verbal and written communication skills, with the ability to interact professionally with visitors, colleagues, vendors, and service providers.
Ability to manage multiple tasks simultaneously, prioritize effectively, and maintain attention to detail.
Reliability and a strong sense of responsibility in handling front desk and administrative duties.
Comfort working on-site in a small office environment and serving as the primary reception contact.
Additional Skills & Qualifications
Experience coordinating or supporting office moves or relocations.
Familiarity with vendor or supplier onboarding processes.
Experience using systems such as ServiceEdge and Vroozi, or similar procurement and vendor management platforms.
Experience working with building management or tenant portals such as the Cove Tenant Portal.
Comfort communicating with external parties such as vendors, the postal service, and service providers.
Ability to draft clear written notifications and correspondence for internal and external audiences.
Interest in gaining experience with a well-regarded client and building a strong professional track record.
Work Environment
This role is fully on-site at an office located at 99 Summer Street in Boston, Massachusetts. You will work in a small office of approximately 20 people, where the atmosphere is close-knit and collaborative. The position is temporary, currently planned for about three months, as the office is scheduled to close following a relocation targeted for the end of October 2026. The role is more reception- and administration-focused than heavy clerical work, and you will spend much of your time at the front desk and in shared spaces such as conference rooms and the kitchen. You will use Microsoft Office 365 (including Word and Excel), data entry tools, ServiceEdge/Vroozi for vendor setup, and the Cove Tenant Portal for building-related requests. The environment involves regular interaction with visitors, vendors, and building personnel, as well as coordination with the post office and service providers. Dress expectations align with a professional office setting where you represent the organization as the first point of contact for guests.
Job Type & Location
This is a Contract position based out of Boston, MA.
Pay and Benefits
The pay range for this position is $20.00 - $20.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
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 Boston,MA.
Application Deadline
This position is anticipated to close on Aug 17, 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 (%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.
