Office Coordinator

Job Title: Receptionist / Front Desk Associate

Job Description

This temporary Receptionist / Front Desk Associate role provides warm, professional front-line support in a busy office environment. You will manage incoming calls and visitors, coordinate meetings and conference rooms, support office events, and provide general administrative assistance to ensure daily operations run smoothly. The initial vision for this role is to support the local office for approximately six weeks, with the possibility of extension.

Responsibilities

• Answer all incoming calls warmly, route them promptly to the appropriate person, and provide courteous customer service at all times.
• Greet all visitors, clients, and vendors in a professional and welcoming manner as they arrive at the office.
• Announce the start of internal meetings over the speaker system and page employees when necessary.
• Maintain a clean, tidy, and organized front desk area at all times.
• Oversee the upkeep of all conference rooms throughout the day by pushing in chairs, clearing trash, and properly storing audiovisual equipment.
• Maintain sign-out logs and manage the distribution and return of digital cameras, architectural stamps, security access badges, and other general office equipment.
• Order food for meetings and events, set it up in designated meeting areas, and ensure food and supplies are removed promptly after meetings.
• Assist in planning and facilitating office events, coordinating logistics and support as needed.
• Coordinate Lunch & Learn meetings with vendors and schedule invitations to staff using Outlook.
• Schedule and coordinate meetings for the office, monitor conference room availability, and proactively resolve conference room scheduling conflicts.
• Train other administrative staff and interns on reception desk responsibilities and procedures.
• Coordinate reception coverage by utilizing interns and administrative staff for lunch breaks, brief absences, and days off.
• Monitor activities at the reception area and promptly notify the Office Manager or Office Leader of any building or security issues.
• Provide general backup administrative assistance to staff as time and experience allow, including submitting expense reports, booking travel, assisting with timecard administration, submitting expenditure requests, and performing other administrative tasks as needed.
• Receive incoming mail and packages and prepare outgoing mail and packages using FedEx or courier services.
• Prepare all packages for overnight delivery and ensure daily pickup of outgoing packages.
• Order office supplies through the Staples Advantage account and help maintain appropriate inventory levels.
  
  

Essential Skills

• Minimum 2 years of experience working in a professional environment as a receptionist or front desk associate.
• Proven administrative support experience in a corporate or professional office setting.
• Strong customer service skills with a warm, professional, and courteous demeanor.
• Proficiency with Microsoft Outlook, including handling emails and meeting invitations.
• Experience using Microsoft Office / MS Suite, including Word and Teams.
• Ability to manage calendars and coordinate meetings (calendar management experience preferred).
• High school diploma required.
• Strong clerical skills, including handling mail, filing, and basic office organization.
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to maintain a clean and organized workspace.
• Ability to multitask, prioritize, and manage time effectively in a busy front desk environment.
  
  

Additional Skills & Qualifications

• Bachelor’s degree preferred.
• Previous administrative experience in an engineering or consulting environment is highly desirable.
• Experience coordinating meetings and events, including ordering and setting up food.
• Comfort using office equipment such as speaker systems, audiovisual equipment, and security access tools.
• Ability to train and guide interns and other administrative staff on front desk procedures.
• Strong problem-solving skills, particularly in resolving conference room and scheduling issues.
• Professional, friendly, and approachable presence when interacting with staff, clients, and visitors.
• Interest in forming long-term professional relationships and supporting multiple business centers within one office.
  
  

Work Environment

This role is fully on-site in an office environment, working at the front desk as the first point of contact for visitors and callers. Typical hours are part-time, either 9:00 a.m.–1:00 p.m. or 8:00 a.m.–12:00 p.m., Monday through Friday (Pacific Time). You will work closely with office leadership, administrative staff, and project teams in a collaborative, professional setting. The office uses Microsoft Office tools (including Outlook, Word, and Teams), conference room audiovisual equipment, speaker systems, and standard office equipment such as printers and courier systems. The culture emphasizes building lasting relationships with colleagues and clients and offers opportunities to grow and support several business centers within a single office. Attire is expected to be professional and appropriate for a front desk role in a corporate office.

Job Type & Location

This is a Contract position based out of Boise, ID.

Pay And Benefits

The pay range for this position is $23.00 - $24.00/hr.

Requirements

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 Boise,ID.

Application Deadline

This position is anticipated to close on Jun 12, 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 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.