Office Administration Assistant at Aston Carter

Engineering Office Administration Assistant

We are seeking a dedicated and organized Office Administration Assistant who will play a critical role in ensuring the smooth operation of our office. The successful candidate will be responsible for various administrative tasks and will act as a key point of contact for staff and visitors.

Responsibilities:

• Answer and direct office main line phone calls.
• Assist with travel and meeting arrangements.
• Order lunches and assist with staff and client meetings.
• Receive vendor, guest, and client visitations, including managing security access, parking, amenities, seating, and safety.
• Maintain an organized and clean office environment.
• Handle multiple tasks efficiently under pressure.
• Sort and distribute incoming mail and process outgoing mail.
• Coordinate and manage activities and events, overseeing the engagement and budget compliance of the Employee Engagement & Community Program (EECP).
• Keep all pertinent office documentation updated, such as manuals, SharePoint, and office layout/seating.
• Maintain office resources, including workspace, furniture, supplies, office technology equipment, and signage.
• Oversee the Safety Coordinator duties.
• Assist with office real estate closures, relocations, and renovations.
• Perform new hire orientation and terminations for designated offices.
• Prepare and submit office expense reports.
• Review and process vendor invoices.
• Prepare office agenda topics, attend meetings, and document outcomes.
• Serve as the primary contact with building property management on security access, parking, and work order requests.

Essential Skills:

• High school diploma required.
• 5 to 7+ years of relevant experience in office administration or administrative support.
• Effective customer service skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• Excellent organizational skills and attention to detail.
• Experience with event planning.
• Proficient in Microsoft Office Suite/O365 applications.
• Ability to problem-solve and analyze data.
• Resourceful and proactive with a high level of professionalism.
• Trustworthy and dependable, with the ability to handle confidential information.
• Ability to work well with limited supervision and learn quickly.
• Capability to identify, analyze, communicate, and implement process improvements.

Additional Skills & Qualifications:

• Bachelor's Degree is preferred.
• Previous administrative experience within an AEC (Architecture, Engineering, or Construction Management) firm.
• Experience in data entry, front desk operations, clerical tasks, Outlook, filing, and administrative assistance.

Work Environment:

This role is on-site from 8 am to 5 pm, where you will work in a dynamic office setting that requires professional attire and interaction with various stakeholders.

Job Type & Location:

This is a Contract to Hire position based out of New York, NY.

Pay and Benefits:

The pay range for this position is $36.00 - $38.00/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 New York,NY.

Application Deadline:

This position is anticipated to close on Apr 6, 2026.