Administrative Specialist

Job Description

The Administrative Specialist provides comprehensive clerical and coordination support across multiple departments, ensuring schedules, documentation, and communications run smoothly. This role manages calendars for builders and subcontractors, supports project billing and reconciliation activities, maintains reports and spreadsheets, and serves as a key point of contact for internal teams and external partners. The position is highly collaborative, hands-on, and central to keeping projects organized and on track.

Responsibilities

• Coordinate department schedules by monitoring and updating calendars based on builders’ and subcontractors’ availability.
• Coordinate Project Managers and vendors via email, phone, and BT5 ERP systems to invoice and reconcile jobs upon completion.
• Access and utilize multiple builder websites to gather and verify job-related data.
• Prepare, update, and maintain reports and spreadsheets to support departmental operations.
• Perform a variety of clerical and administrative support functions, including typing, filing, scanning, and answering phones.
• Serve as a primary point of contact for internal and external partners, responding to inquiries and routing information as needed.
• Provide back-up support for other department administrative assistants as needed to ensure continuous coverage.
• Maintain organized records and documentation to support project tracking and departmental workflows.
• Collaborate with team members across local and corporate groups to support projects and shared initiatives.
• Contribute to a safe, organized, and continuous improvement–focused work environment.

Essential Skills

• Demonstrated experience in administrative assistance and clerical support.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and related applications.
• Strong verbal communication skills for handling phone calls and in-person interactions.
• Strong written communication skills for composing emails and documenting information clearly and professionally.
• Ability to manage scheduling tasks and coordinate calendars for multiple stakeholders.
• Ability to perform standard office tasks such as typing, filing, scanning, and answering phones with accuracy and efficiency.
• Capacity to sit and stand for extended work shifts of approximately 8 or more hours.
• Team-focused approach to work, with a collaborative mindset and willingness to support colleagues.
• Excellent work ethic, reliability, and consistent attendance.
• Strong organizational skills and attention to detail to keep tasks and documentation on track.

Additional Skills & Qualifications

• Scheduling experience is a plus, particularly coordinating multiple calendars and appointments.
• Experience working with ERP systems, such as BT5, is beneficial.
• Familiarity with accessing and using builder or project-related websites for data retrieval is advantageous.
• Demonstrated willingness and drive to learn new systems, processes, and tools.
• Comfort working in a hands-on, team-oriented environment where collaboration is encouraged.
• Commitment to continuous improvement and staying organized and on task.

Work Environment

The Administrative Specialist works in a dedicated office space with an open-door policy, allowing colleagues to stop by with questions and collaborate as needed. The office is located adjacent to other administrative offices, fostering easy communication and teamwork. The atmosphere is relaxed and not a formal suit-and-tie environment, while still maintaining a professional and organized setting. The organization emphasizes teamwork, mutual support from local and corporate team members, and a strong focus on safety and health, ensuring employees go home in the same condition they arrived. The culture values hard work, continuous improvement, community involvement, and a supportive, team-based approach to daily operations.

This is a Contract to Hire position based out of Montrose, MN.

The pay range for this position is $23.00 - $25.00/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)

This is a fully onsite position in Montrose,MN.

This position is anticipated to close on Aug 26, 2026.

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.