Outside Operations Specialist (admin)

Operational Administrative Assistant

Join a fast-paced, mission-driven team at one of the nation's fastest-growing fleet transport companies. We're seeking a detail-oriented and proactive Administrative Assistant to support our Independent Contractor (IC) operations and contribute to the success of our dynamic office.

Key Responsibilities

• Post IC job openings across multiple media platforms to attract top talent
• Coordinate onboarding for new ICs, including documentation collection and uploads
• Guide field offices on IC compliance and relationship management
• Prepare and update driver guides based on customer and regulatory standards
• Maintain and revise the Independent Contractor Reference Guide
• Monitor contract expirations and ensure timely renewals to avoid service disruptions
• Track IC credentials and update records in Fleet Mentor
• Follow up with ICs who terminate contracts to ensure proper documentation
• Provide general administrative support to the team
• Assist with business reporting and project coordination
• Identify and implement process improvements
• Uphold organizational goals, quality standards, and customer service excellence
• Communicate effectively and professionally across teams
• Balance client needs with company policies and operational procedures
• Demonstrate consistent, reliable attendance and a commitment to integrity

Required Skills & Experience

• Minimum 1-3 years of administrative experience
• CRM and customer support experience
• Dispatch and call center experience (inbound/outbound)
• Strong data entry and spreadsheet management skills
• Proficiency in Microsoft Excel and Office Suite
• Typing speed of 37+ WPM
• Excellent written and verbal communication
• Experience in logistics and scheduling coordination

Work Environment

• Hybrid - Monday-Friday, 9:00 AM to 6:00 PM
• Opportunities for advancement across 11 departments
• Supportive and cooperative team culture

Pay and Benefits

• The pay range for this position is $18.00 - $20.00/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 hybrid position in Gainesville, VA.

Application Deadline

• This position is anticipated to close on Aug 25, 2025.

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® 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 astoncarteraccommodation@astoncarter.com (astoncarteraccommodation@astoncarter.com) for other accommodation options.