Administrative Specialist

Job Description

Job Description

Overview

We are seeking a highly organized and dependable Administrative Assistant to support daily operations across multiple departments. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and has strong communication and coordination skills.

Key Responsibilities

• Coordinate department schedules by managing and updating calendars based on builder and subcontractor availability
• Communicate with Project Managers and vendors via email and text to ensure alignment on project timelines
• Use ERP systems (Sage and BT5) to invoice and reconcile completed jobs
• Navigate various builder portals and websites to gather and update job-related data
• Prepare and maintain reports, spreadsheets, and documentation
• Provide general administrative support including typing, filing, scanning, and answering phones
• Assist other administrative team members and provide backup support as needed

Required Qualifications

• Strong administrative assistance experience
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook)
• Excellent organizational skills and attention to detail
• Ability to manage multiple tasks and priorities effectively
• Strong work ethic and reliable attendance
• Team-oriented mindset with a willingness to learn

This is a Contract position based out of St Michael, MN.

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

This is a fully onsite position in St Michael,MN.

This position is anticipated to close on Jul 10, 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 View email address on ziprecruiter.com 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.