Administrative Specialist

Administrative Specialist

We are seeking a highly organized and detail-oriented Administrative Specialist to support daily operations across purchasing, project coordination, customer service, order management, and office administration. This is a dynamic role that serves as a key connection point between customers, vendors, production teams, and internal departments.

The ideal candidate thrives in a fast-paced manufacturing environment, enjoys managing multiple priorities, and takes pride in providing exceptional administrative and operational support.

• Create and issue purchase orders through the company's MRP system.
• Process vendor acknowledgments and verify order accuracy.
• Maintain pricing, delivery schedules, and order information within company systems.
• Coordinate with suppliers to ensure on-time delivery of materials and resolve order discrepancies.
• Manage online parts orders through the CRM platform.

• Serve as a primary point of contact for order status updates, shipment tracking, and delivery information.
• Respond to customer inquiries and assist with order-related questions.
• Maintain professional communication with customers, vendors, freight providers, and internal teams.
• Assist in resolving shipping and delivery issues.

• Set up and maintain projects using CRM and estimating system information.
• Track project timelines, milestones, shipments, and delivery schedules.
• Communicate project updates with manufacturing teams and vendors.
• Coordinate billing-related communication between Manufacturing and Finance teams.

• Maintain project, fabrication, and operational documentation.
• Perform accurate data entry and ensure records remain current.
• Organize and archive project closeout documentation.
• Coordinate office, facility, safety, and PPE supply purchases.
• Manage incoming mail and shipping activities.

• Assist with employee communications, company postings, and recognition initiatives.
• Support onboarding and offboarding activities.
• Track software licenses and coordinate with third-party IT vendors.
• Participate in process improvement projects and training initiatives as needed.

• 5+ years of administrative experience within a manufacturing, operations, industrial, or related environment.
• Strong organizational and multitasking skills.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to collaborate effectively with customers, vendors, and cross-functional teams.
• Comfortable learning and navigating new systems and processes.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.

• Experience working with ERP, MRP, or CRM systems.
• Previous purchasing, order management, or project coordination experience.
• Experience supporting manufacturing, production, or supply chain operations.
• Knowledge of shipping, logistics, and vendor management processes.

Job Type &

Location:

This is a Contract to Hire position based out of Minneapolis, MN.

Pay and Benefits:

The pay range for this position is $31.25 - $36.06/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)

Final date to receive applications:
This position is anticipated to close on Nov 16, 2026.

Workplace Type:
This is a fully onsite position in Minneapolis, MN.

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…