Job Information
Aston Carter Receptionist / Administrative Assistant in Gainesville, Florida
We're currently hiring for a Receptionist/Administrative Assistant on behalf of a client in Gainesville, FL!
Job Description & Responsibilities:
The Receptionist / Administrative Assistant provides a professional and welcoming first point of contact for visitors and callers while delivering reliable administrative support to a busy insurance office. This role manages a high volume of incoming calls, mail, and packages, coordinates meeting room schedules, and ensures office supplies and documents are organized and processed accurately. It is an excellent opportunity for someone early in their career who is eager to learn, grow beyond a traditional reception role, and potentially build a long-term path in the insurance industry.
Warmly greet all visitors as they enter the office and promptly determine how best to assist them.
Professionally answer, screen, and route 100–200 incoming phone calls per day to the appropriate employees in the office.
Handle all incoming and outgoing mail, including USPS, FedEx, UPS, and other courier deliveries, ensuring accurate distribution and timely dispatch.
Perform mail routing process duties, including front-end scanning of paper mail, downloading documents from insurance carrier websites, applying specified file naming conventions, and attaching documents to the correct activity codes.
Manage all FedEx and UPS incoming and outgoing packages, ensuring proper logging, tracking, and delivery to the correct recipients.
Order and maintain office supplies on a weekly basis, monitoring inventory levels and coordinating with vendors as needed.
Print, collate, and assemble client proposal packets and other business documents as requested.
Perform data cleanup and basic data entry tasks to support accurate and organized records.
Schedule and block the calendar for meeting rooms, coordinating reservations and resolving scheduling conflicts.
Use MS Outlook, Word, Excel, Adobe, and other office software to create messages, format documents, and support administrative tasks.
Create and relay clear and accurate messages for employees who are unavailable to take calls.
Operate office equipment such as computers, scanners, and multi-function devices to scan, save, and manage PDFs and other digital files.
Provide clerical and administrative support to various team members, including filing, organizing documents, and maintaining orderly front desk and common areas.
Multi-task effectively in a fast-paced environment with many moving parts while maintaining a high level of attention to detail.
Cover phone and mail routing responsibilities for multiple locations when needed, following established procedures.
Demonstrate a professional, friendly, and service-oriented demeanor in all interactions with colleagues, vendors, and visitors.
Adhere to office processes, confidentiality expectations, and operational guidelines to support a smooth-running insurance office.
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Job Type & Location
This is a Contract to Hire position based out of Gainesville, FL.
Pay and Benefits
The pay range for this position is $18.00 - $18.00/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 fully onsite position in Gainesville,FL.
Application Deadline
This position is anticipated to close on May 4, 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® 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 (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.