Administrative Coordinator

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Administrative Coordinator

• Negotiate vendor fees using additional resources to track current market values.
• Obtain and provide vendor invoices for accounting, scanning, and updating notes in orders.
• Acquire transporter bills of lading, scanning and updating notes in orders.
• Ensure vendor compliance with applicable DOT regulations and Federal, State, and Local laws.
• Ensure all vendors meet safety and insurance requirements.
• Update CRM activities and notes promptly and maintain accurate data after each telephone call and email communication.
• Create drop ship and release requests in storage partner systems to maintain accurate vehicle inventory.
• Create tasks and follow through to maintain accurate time-sensitive notes.
• Follow up with vendors to ensure orders have the most accurate up-to-date information.
• Form strong relationships with vendors of various expertise (tow, DOT, overseas, repo, etc.).
• Perform regular administrative tasks in support of the team.
• Assist with business projects and reporting.
• Actively identify and engage in process improvements.
• Other tasks and duties as assigned.

• Proficiency in Microsoft Office, including Excel.
• 1 to 3+ years of administrative or strong retail (operational) experience.
• Strong data entry skills.
• Experience in administrative support and customer service.
• Proficiency in Outlook.

• Adhere to organizational goals and objectives.
• Demonstrate open, effective communication and teamwork.
• Customer focus.
• Act with integrity and professionalism.
• Work to maintain quality standards.
• Balance client requirements with company policies and operational procedures.
• Demonstrate reliable and predictable attendance.

This position offers a hybrid work environment with 2 days in‑office and 3 days remote after 4 to 6 months of training. They will be onsite in Gainesville, VA.

Contract to Hire position based out of Gainesville, VA.

The pay range for this position is $18.00 - $20.00/hr.

Benefits (if eligible):

• 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)

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. 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 astoncarter for other accommodation options.