Onsite Administrative Specialist & Project Coordinator

6AM City, LLC; Minnesota; On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k)

Life Insurance

Disability Insurance

HSA

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter is seeking an Administrative Specialist to provide critical support across multiple departments in a fully onsite role based in Waverly, MN. The contract position offers daily tasks like coordinating calendars, handling project invoicing, and maintaining records.

The candidate will use BT5 ERP and Microsoft Office to produce reports, manage communications, and assist with process improvements while working with internal teams and external vendors.

Qualifications

• Associate degree in Business Administration or related field.
• Experience performing administrative, clerical, or office support functions.
• Proficiency with Microsoft Office Suite.
• Strong verbal and written communication skills.
• Experience managing schedules 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.

Responsibilities

• 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.

Skills

Organizational skills

Communication skills

Multitasking

Independent worker

Attention to detail

Problem solving

Education

Associate degree in Business Administration

Tools

Microsoft Office Suite

BT5 ERP

Job description

Aston Carter is seeking an Administrative Specialist to provide critical support across multiple departments in a fully onsite role based in Waverly, MN. The contract position offers daily tasks like coordinating calendars, handling project invoicing, and maintaining records.

The candidate will use BT5 ERP and Microsoft Office to produce reports, manage communications, and assist with process improvements while working with internal teams and external vendors.