Administrative Assistant

Job Title:

Administrative Assistant

Job Description

The Administrative Assistant - Front Desk serves as the primary point of contact while providing essential administrative and accounting support. This role is responsible for managing front desk operations, handling communications, supporting purchase order tracking, coordinating office logistics, and assisting with routine accounting functions. The position requires strong organizational skills, proficiency in Microsoft Excel, and attention to detail.

Responsibilities

+ Greet visitors, vendors, and guests in a professional and courteous manner.

+ Serve as the primary point of contact at the front desk.

+ Answer, screen, and route incoming phone calls efficiently and professionally.

+ Ensure the reception area is kept clean, organized, and professional at all times.

+ Handle phone calls from field staff related to purchase order requests.

+ Accurately enter and maintain purchase order requests in designated tracking systems.

+ Coordinate with accounting, project management, and operations teams to ensure timely processing and resolution.

+ Provide routine accounting support, including data entry, reconciliation assistance, and documentation management.

+ Assist with invoice intake, scanning, and preparation for processing.

+ Utilize Microsoft Excel to maintain tracking logs, reconcile data, and support internal reporting needs.

+ Coordinate and maintain conference room schedules.

+ Ensure conference rooms are clean, orderly, and professional in appearance at all times.

+ Assist with meeting and office setup as needed.

+ Order, track, and maintain office supply inventory.

+ Provide general administrative support across assigned departments.

Essential Skills

+ Proficiency in Microsoft Excel, including data entry, basic formulas, tracking, and reconciliation support.

+ Customer service experience.

+ Background in accounts payable with invoicing experience.

+ 2+ years of relative experience in administrative, front desk, or accounting support role.

+ Excellent verbal and written communication skills.

+ Strong attention to detail, accuracy, and organization.

+ Strong time management skills with the ability to manage multiple priorities.

Additional

Skills & Qualifications

+ High school diploma or equivalent required; associate degree or accounting coursework preferred.

+

Experience with accounting software or ERP systems preferred.

+ Construction industry experience highly preferred.

Work Environment

The position is fully in-office, Monday through Friday, from 8:00 am to 4:30 pm with a 30-minute lunch break, also open to an hour lunch break but then it will be 8:00 am to 5:00 pm. The office is located in a historic home, shared with the accounting, marketing, and estimating teams, interacting with 16 to 18 people. The company has three locations and over 250 employees.

Job Type & Location

This is a Contract to Hire position based out of Longwood, FL.

Pay and Benefits

The pay range for this position is $24.04 - $28.85/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 Longwood,FL.

Final date to receive applications

This position is anticipated to close on Mar 13, 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…