Office Coordinator

Job Title: Office & Facilities Coordinator

Job Description

This role oversees daily office operations, facility coordination, and administrative and project support within a technical environment. You will ensure the workplace runs smoothly, support safety and security processes, and provide hands-on assistance to operations and HR while managing documentation, records, and vendor activities.

Responsibilities

• Coordinate facility maintenance, repairs, and vendor activities to ensure the office remains safe, functional, and well-maintained.
• Manage daily office operations, including supplies, equipment, and overall organization of the workspace.
• Support safety and security procedures, including visitor management and adherence to office protocols.
• Provide onsite administrative support, including scheduling, correspondence, and general clerical tasks.
• Assist with basic HR support, such as maintaining confidential personnel files and supporting onboarding documentation.
• Maintain accurate records, files, and confidential documentation in both physical and digital formats.
• Perform data entry and ensure that databases, trackers, and records are up to date and accurate.
• Track expenses and assist with invoicing and procurement activities to support budget and purchasing processes.
• Coordinate vendors and process purchase orders and invoices in a timely and organized manner.
• Manage project documentation, including trackers, logs, and databases, to support project coordination and reporting.
• Track compliance requirements, certifications, and training records to help ensure organizational standards are met.
• Provide customer service to internal and external stakeholders, responding to inquiries and resolving issues promptly.
  
  

Essential Skills

• Proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Professional written and verbal communication skills.
• Experience providing administrative support in an office environment.
• Ability to perform accurate data entry and maintain organized records and files.
• Familiarity with project coordination or project management support activities.
• Comfort using Microsoft Excel for tracking, reporting, and basic data analysis.
• Ability to use Microsoft Outlook for email and calendar management.
• General clerical skills, including filing, document preparation, and record maintenance.
• Customer service skills with a focus on responsiveness and professionalism.
• Ability to learn and effectively use new systems and tools.
  
  

Additional Skills & Qualifications

• Experience supporting operations, HR, or project coordination functions.
• Technical or facilities-focused environment.
• Experience working with procurement processes, purchase orders, and invoicing.
• Exposure to tracking compliance, certifications, and training records.
• Interest in a contract-to-hire opportunity with long-term growth potential.
• Ability to work cross-functionally and collaborate with various teams.
• Desire to work in a stable, team-oriented environment with strong visibility and hands-on responsibilities.
  
  

Work Environment

This position is based in an office environment within a technical setting. You will work onsite and interact regularly with operations, HR, and project teams, as well as external vendors and visitors. The role offers a stable, team-oriented atmosphere with cross-functional collaboration and high visibility. Standard office equipment and software, including Microsoft Office tools, are used daily.

Job Type & Location

This is a Contract to Hire position based out of Lexington, KY.

Pay And Benefits

The pay range for this position is $20.00 - $25.00/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 Lexington,KY.

Application Deadline

This position is anticipated to close on May 21, 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.