Aston Carter is hiring an Office Assistant!

Job Description

The Office Assistant organizes and coordinates office administration and procedures to ensure the smooth day-to-day operation of a busy, community-focused office. This role develops and maintains intra-office communication protocols, streamlines administrative processes, and manages office services and related activities. The Office Assistant provides direct support to the Executive and Leadership team on office administration functions, handles a wide range of administrative duties independently, and coordinates arrangements for internal and external office meetings.

Responsibilities

Organize and coordinate office administration, procedures, and services to support efficient daily operations.Develop and maintain intra-office communication protocols to ensure information flows smoothly across the organization.Provide administrative support to the Executive and Leadership team, including coordination of office-related tasks and logistics.Arrange and coordinate office meetings, both internal and external, including scheduling and related preparations.Pick up, open, and date-stamp all incoming mail and deliver it to the appropriate recipients.Manage the front desk and serve as the first point of contact for visitors and all affiliate-related inquiries.Answer incoming phone calls, check voicemail messages, and respond or route messages appropriately.Serve as the primary point of contact for homeowner and homeowner candidate questions, providing clear and courteous information.Provide administrative support to the mortgage servicing team as needed.Act as the point person for maintenance, mailing, and shipping requests, including coordination with FedEx, UPS, and the United States Postal Service.Serve as the primary contact for printer services, ensuring proper functionality of leased and owned printer equipment and ordering toner and related supplies.Coordinate with janitorial services or internal resources to maintain cleanliness and order in the administrative headquarters and additional locations as needed.Participate actively in the planning and execution of organization-wide events, providing logistical and administrative support.Manage and update the postage meter as necessary to support mailing needs.Ensure that the organizational chart, voicemail greetings, staff contact lists, office closure notices, and staff email changes remain current and accurate.Order and maintain office supplies for all office locations, monitoring inventory and placing timely orders.Handle confidential information with discretion and maintain a professional, welcoming environment for staff, visitors, and community members.

Essential Skills

Strong customer service background with a demonstrated ability to interact professionally with a wide range of people.Excellent verbal and written communication skills, including clear and courteous phone and in-person communication.Excellent interpersonal and customer service skills, with an outgoing, friendly, and professional demeanor.Organized with high attention to detail and accuracy in all administrative tasks.Comfortable task-switching and managing multiple priorities in a busy front office environment.Self-starter who can work independently, manage interruptions, and follow through on tasks with minimal supervision.Experience handling confidential information with discretion and professionalism.Working knowledge of Microsoft Office, including Outlook for email and calendar scheduling and Excel for basic usage and simple formulas.1–2+ years of administrative or front office experience preferred.Compliance-minded and detail-oriented, with a strong sense of responsibility and follow-through.Comfortable working in a community-facing nonprofit environment and interacting with diverse stakeholders.Mission-driven and service-oriented, with a strong alignment to a cause-focused culture.

Additional Skills & Qualifications

Experience in front desk operations, administrative support, and customer service in an office setting.Proficiency in clerical tasks such as filing, mail handling, scheduling, and document preparation.Ability to remain professional and personable while managing a steady flow of visitors, calls, and requests.Strong communication skills in both phone and in-person interactions.Ability to collaborate effectively with leadership, mortgage servicing, and other internal teams.Comfort with technology and office equipment, including printers, postage meters, and standard office software.Interest in working for a mission-driven organization and contributing to a cause-oriented environment.Growth mindset and interest in internal mobility and professional development opportunities.

Work Environment

This role operates in a professional office environment with typical hours of work from 9:00 AM to 5:00 PM, Monday through Friday. The position is based at an administrative headquarters that may support additional locations as needed. Work involves managing a busy front desk, frequent interaction with visitors, homeowners, homeowner candidates, and staff, and regular use of office technologies such as Microsoft Office (Outlook and Excel), printers, postage meters, phones, and standard office equipment. The environment is community-facing and nonprofit-oriented, with a mission-driven, service-focused culture that values collaboration, professionalism, and responsiveness. The organization offers a comprehensive benefits package, including 100% employer-paid medical, dental, and vision coverage; a 401(k) plan with immediate 100% vesting and a 100% match up to 4%; eligibility for benefits after 60 days; childcare reimbursement up to a set quarterly amount; education reimbursement up to a set quarterly amount; up to three weeks of paid time off; 18 paid holidays; and strong growth and internal mobility opportunities, all within a setting that supports meaningful, cause-driven work.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $24.04 - $24.04/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Clearwater,FL.

Application Deadline

This position is anticipated to close on May 21, 2026.

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\n\nAbout Aston Carter:\n

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.

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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.

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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.

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