Administrative Assistant

Job Title: Facilities Administrative Assistant Job Description
The Facilities Administrative Assistant provides essential administrative and coordination support to the Facilities Department in a fast-paced, dynamic environment. This entry-level role is ideal for someone who enjoys organization, multitasking, and delivering excellent service while helping to ensure that facility-related needs are addressed promptly and effectively.
Responsibilities
- Answer and direct incoming phone calls related to facilities requests and inquiries in a professional and courteous manner.
- Manage and update facility work orders through the company’s ticketing and work order system, ensuring accurate and timely data entry.
- Schedule maintenance and repair services with internal teams and external vendors, coordinating appointments and access as needed.
- Order, track, and maintain inventory of office, maintenance, and facility-related supplies to support ongoing operations.
- Assist with organizing and maintaining departmental records, schedules, and documentation for easy access and audit readiness.
- Monitor facility-related issues, emergencies, and building notifications, and promptly communicate relevant information to appropriate parties.
- Coordinate with multiple functions within the Facilities Department, including IT, Maintenance, Fleet, and Food Services, to support seamless operations.
- Follow up on open service requests and work orders to ensure timely completion and a high level of customer satisfaction.
- Support special projects and ad hoc administrative tasks as assigned by the Facilities Department.
- Prioritize and manage multiple tasks simultaneously while maintaining accuracy, attention to detail, and a high standard of work.
- Provide front desk and general administrative support as needed, contributing to a welcoming and organized office environment.
- Deliver responsive and courteous customer service to internal stakeholders and external partners.
Essential Skills
- High school diploma or equivalent.
- Comfort working with computers and the ability to learn and use ticketing and work order systems.
- Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
- Strong organizational skills with the ability to manage and prioritize multiple tasks.
- Effective verbal and written communication skills.
- Ability to work independently with minimal supervision as well as collaboratively within a team.
- Dependable and punctual, with a commitment to providing excellent service.
- Attention to detail and accuracy in data entry, documentation, and record keeping.
- Customer service skills with the ability to handle inquiries and requests professionally.
Additional Skills & Qualifications
- Previous experience in administrative support, customer service, or office support is preferred but not required.
- Experience with administrative assistance, front desk support, and data entry.
- Strong interpersonal and people skills, with the ability to build positive working relationships.
- Organizational skills that support efficient handling of records, schedules, and supplies.
- Reliable and proactive approach with a strong sense of accountability.
- Comfort working in a dynamic environment with shifting priorities and multiple concurrent requests.
- Customer-focused mindset with strong problem-solving abilities.
- Ability to remain professional, composed, and organized while handling multiple requests and deadlines.
- Interest in gaining experience across a broad range of facility operations and developing administrative and coordination skills.
Work Environment
This is an onsite position in a facilities-focused office environment, working Monday through Friday from 8:00 a.m. to 5:00 p.m. The role involves frequent interaction with internal departments such as IT, Maintenance, Fleet, and Food Services, as well as coordination with external vendors. You will work with computers, ticketing and work order systems, and standard office software to manage requests and documentation. The environment is fast-paced and dynamic, with shifting priorities and a strong emphasis on organization, responsiveness, and customer service. Professional, neat attire is expected to maintain a polished and welcoming presence in the office.
Job Type & Location
This is a Contract position based out of Cromwell, CT.
Pay and Benefits
The pay range for this position is $21.00 - $21.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. 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 Cromwell,CT.
Application Deadline
This position is anticipated to close on Oct 2, 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® Platinum Award 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 [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.