Administrative Coordinator

In this Administrative Coordinator role, you will work within the corporate office team to assist with administrative responsibilities for the fleet team. This involves maintaining the vehicle chain of custody program, assigning vehicles to staff, ensuring correct paperwork is completed, ensuring vehicles have the correct registration and inspections, completing incident reports, and various reporting functions in MS Excel pertaining to fleet reports.

• Maintain vehicle chain of custody program

• Assign pool vehicles to staff when needed

• Monitor, coordinate, and facilitate vehicle maintenance program

• Monitor, coordinate, and facilitate vehicle registration and inspection renewals

• Coordinate vehicle cleaning and reconcile monthly invoices for car cleaning services

• Coordinate completion of vehicle accident/incident reports

• Obtain vehicle repair estimates from licensed repair shops for accident/incident repairs

• Reconcile monthly fuel invoices with gas station receipts

• Provide periodic vehicle mileage reports to Fiscal for financial accounting purposes

• Oversee, maintain, and coordinate miscellaneous activities involving the agency fleet

• Maintain up-to-date paper and electronic records and files

• Perform a variety of unskilled tasks as directed by the VP of Facilities

• Show ability to organize work time to accomplish assigned tasks

• Data Entry
• Administrative
• Typing

This is a fully on-site position in Blauvelt, New York.

Monday - Friday 8 AM - 5 PM with 1-hour lunch (35-hour work week).

The dress code is business professional.

Gain valuable experience with a reputable non-for-profit organization, potentially leading to a permanent position.

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.

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

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 for other accommodation options.