Administrative Support Specialist

Talentify; Pittsburgh (Allegheny County); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k)

Life Insurance

Disability insurance

Health Spending Account (HSA)

Transportation benefits

Paid time off (PTO)

Job summary

Aston Carter is seeking an Order Management Specialist for a 100% onsite role in Pittsburgh, PA. You will analyze the order backlog, reconcile open orders with suppliers, maintain tracking reports, and support order entry and reporting to ensure timely delivery.

You will work with supply chain, inventory and vendor teams, build strong supplier relationships, and use Excel, Word, PowerPoint and Power BI to analyze data and drive improvements in order management and customer service.

Qualifications

• 3+ years of clerical or administrative support experience.
• High school diploma required.
• Order management and order entry experience.
• Strong customer service with focus on timely resolution.
• Proficient in Microsoft Excel for data analysis and reporting.
• Experience using Word for documentation and PowerPoint for reporting.
• Experience with Power BI or similar reporting tools.

Responsibilities

• Analyze reports to identify backlog and open orders across assigned suppliers.
• Reconcile and analyze open orders to identify issues and delays.
• Maintain a master tracking report of suppliers and open order values.
• Build and maintain relationships with suppliers to resolve root causes.
• Maintain an up-to-date supplier open order contact list.
• Obtain invoice copies and updated shipment dates from suppliers.
• Add clear notes to orders and document actions taken.
• Support order entry and reporting activities for timely processing.
• Collaborate with supply chain, inventory and vendor teams to improve processes.
• Use reporting tools to recommend corrective measures to reduce backlogs and improve on-time delivery.

Skills

Clerical experience

Order management

Customer service

Data analysis

Attention to detail

Communication

Fast-paced environment adaptability

Education

High school diploma

Tools

Excel

Word

PowerPoint

Power BI

Job description

Job Title: Order Management SpecialistJob Description

The Order Management Specialist plays a key role in a fast-paced supply chain environment by managing the overall order backlog and ensuring customer needs are met with accuracy and timeliness. This position focuses on analyzing open orders, identifying and resolving issues with suppliers, and maintaining detailed records to support effective order management and continuous improvement.

Responsibilities

• Run and analyze reports to identify the current backlog and open orders across assigned suppliers.
• Reconcile and analyze open orders and open lines to identify potential issues, discrepancies, or delays.
• Maintain a master tracking report of suppliers, including open order counts and open order dollar values.
• Build and maintain strong working relationships with suppliers to identify and resolve open order root causes and potential issues.
• Maintain an up-to-date supplier open order contact list, including names, phone numbers, and email addresses.
• Obtain invoice copies and updated shipment dates from suppliers and take appropriate action based on the information received.
• Add clear, accurate notes to the orders worked and maintain thorough records of actions taken and communications.
• Support order entry and reporting activities to ensure accurate and timely processing of customer orders.
• Collaborate with supply chain, inventory, and vendor management teams to improve order management processes and customer service.
• Use reporting tools and data analysis to recommend corrective measures that reduce backlogs and improve on-time delivery.

Essential Skills

• Minimum of 3 years of clerical or administrative support experience.
• High school diploma required.
• Order management and order entry experience.
• Strong customer service skills with a focus on timely issue resolution.
• Proficiency in Microsoft Excel for data analysis and reporting.
• Experience using Microsoft Word for documentation and communication.
• Experience using Microsoft PowerPoint for presentations and reporting.
• Experience with Power BI or similar reporting tools for analyzing order and supply chain data.
• Ability to run, interpret, and act on reports related to backlog and open orders.
• Strong organizational skills with the ability to maintain tracking reports and detailed records.
• Effective verbal and written communication skills for working with suppliers and internal teams.
• Ability to work accurately and efficiently in a fast-paced, deadline-driven environment.

Additional Skills & Qualifications

• Experience in supply chain operations, including order management and inventory processes.
• Background in vendor management and working directly with suppliers to resolve issues.
• Experience in reporting and data-driven decision-making within a supply chain or customer service environment.
• Familiarity with supply chain concepts such as backlog management, open order analysis, and corrective action planning.
• Strong attention to detail and problem-solving skills to identify root causes and implement effective solutions.
• Interest in professional growth within a global organization focused on scientific innovation and healthcare advancement.

Work Environment

This role is 100% on site and operates in a fast-paced, collaborative supply chain environment. You will work closely with supply chain, inventory, vendor management, and customer service teams while using tools such as Microsoft Excel, Word, PowerPoint, and Power BI to manage and analyze orders. The workplace culture emphasizes integrity, intensity, innovation, and involvement, with a strong focus on meaningful work that contributes to scientific innovation, healthcare advancements, and improved quality of life. Team members benefit from a values-driven, inclusive environment that supports diverse backgrounds and perspectives, as well as opportunities for professional growth, competitive compensation, comprehensive benefits, and performance-based rewards.

Job Type & Location

This is a Contract position based out of Pittsburgh, PA.

Pay and Benefits

The pay range for this position is $20.00 - $22.00/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)

Workplace Type

This is a fully onsite position in Pittsburgh,PA.

Application Deadline

This position is anticipated to close on Aug 22, 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® 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 [e-mail] 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.