Administrative Specialist

Job Description

Job Description

Administrative SpecialistJoin Our Team!

Are you an organized, detail-oriented professional who enjoys supporting teams, managing multiple priorities, and helping operations run smoothly? We are seeking an Administrative Specialist to provide critical administrative and coordination support across multiple departments. This is an excellent opportunity for someone who thrives in a collaborative environment, enjoys problem-solving, and takes pride in delivering exceptional organizational support.

As an Administrative Specialist, you will play a key role in supporting daily operations by:

• Coordinating department schedules and maintaining calendars based on builder and subcontractor availability.
• Communicating with Project Managers and vendors via phone and email to support project invoicing and job reconciliation.
• Utilizing ERP systems (such as BT5) and builder websites to obtain, track, and update project information.
• Preparing, maintaining, and updating reports, spreadsheets, and other operational documentation.
• Performing general administrative duties including typing, filing, scanning, document management, and answering phones.
• Serving as a professional point of contact for internal teams, vendors, subcontractors, and external partners.
• Providing backup support to other administrative staff as needed.
• Maintaining organized electronic and physical records to ensure efficient information retrieval.
• Collaborating with local and corporate teams on projects and departmental initiatives.
• Supporting continuous improvement efforts by identifying opportunities to enhance administrative processes and workflows.

• Associate degree in Business Administration or a related field (Human Resources, Communications, or similar).
• Experience performing administrative, clerical, or office support functions.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong verbal and written communication skills.
• Experience managing schedules, calendars, and coordinating activities across multiple stakeholders.
• Strong organizational skills and attention to detail.
• Ability to work independently while contributing to a collaborative team environment.
• Demonstrated reliability, professionalism, and a strong work ethic.
• Ability to sit or stand for extended periods during the workday.
• Willingness to learn new systems, processes, and responsibilities.

This is a Contract position based out of Waverly, 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 Waverly,MN.

This position is anticipated to close on Aug 3, 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.