Administrative Specialist — Scheduling and Project Support

Talentify; Montrose (MN); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Time Off/Leave (PTO)

Job summary

Aston Carter in Montrose, MN is seeking an Administrative Specialist to provide clerical and coordination support across multiple departments. The role manages calendars, supports project billing, maintains reports, and serves as a key contact for internal teams and external partners.

This contract-to-hire onsite position requires strong Microsoft Office skills, attention to detail, and the ability to work collaboratively in a fast-paced office environment.

Qualifications

• 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.

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.

Skills

Administrative support

Microsoft Office

Verbal communication

Written communication

Calendar management

Data entry

Tools

BT5 ERP

Job description

Aston Carter in Montrose, MN is seeking an Administrative Specialist to provide clerical and coordination support across multiple departments. The role manages calendars, supports project billing, maintains reports, and serves as a key contact for internal teams and external partners.

This contract-to-hire onsite position requires strong Microsoft Office skills, attention to detail, and the ability to work collaboratively in a fast-paced office environment.