Office Administration Assistant

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Job Title: Engineering Office Administration Assistant

Job Description

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.

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 ( astoncarteraccommodation@astoncarter.com) for other accommodation options.

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