Administrative Coordinator

Job Title

Administrative Coordinator

This position supports the sales and customer service departments through general administrative activities and systems, ensuring company processes are timely and accurate while adhering to financial policies.

• Assist with sample parts requested by the Sales team.
• Verify and ship sample orders created by the Sales team.
• Create and send sales quotes to customers.
• Facilitate new customer documentation.
• Create and manage Loaner Orders.
• Provide accurate order and shipment information.
• Create detailed itineraries for each sales representative.
• Book travel for the Sales team, including airfare and hotels, for training, customer visits, and trade shows.
• Manage bookings for trade shows, exhibits, and tabletop events.
• Process and coordinate shipments for tradeshow events.
• Ensure all required parts are included in shipments and delivered on time.
• Communicate part and quantity needs to the warehouse in a timely manner.
• Confirm post-event logistics, including return shipment coordination.
• Upload attendee information, employee bios, and presentations to the tradeshow portal.
• Input company details and ensure all required documentation is submitted.
• Identify booth furnishing needs via the Exhibitor Services portal and communicate with Purchasing.
• Maintain a calendar to track trade shows, travel, and hotel bookings, including room block opening dates.
• Develop a system to track team members’ locations during travel.

• Minimum 3 years of experience in a sales support, customer service, or administrative coordination role.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office, including Word and Excel.

• 3 years of Administrative Experience.
• Experience with aspects of Customer service.

This is a Contract to Hire position based out of Carlsbad, CA.

The pay range for this position is $30.00 - $30.00/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 Carlsbad, CA.

This position is anticipated to close on Jan 27, 2026.

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 Clearly Rated 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.

For requests for reasonable accommodation, such as modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarter for other accommodation options.