Job Title: Administrative Support Specialist

Job Description

The Administrative Support Specialist provides critical documentation, shipping, and order support to ensure accurate, timely, and well-organized processing of customer orders. This role focuses on managing paperwork, maintaining digital and physical records, supporting logistics activities, and collaborating with internal teams and customers to resolve documentation and order-related inquiries.

Responsibilities

Match Bills of Lading with corresponding order paperwork and documentation to ensure complete and accurate shipping records.Combine Bills of Lading with related shipment paperwork for organized processing and archival.Scan and archive purchase orders and related documentation into the company’s document management system.Alphabetize and organize shipment paperwork to maintain clear and accessible filing systems.Print backorder documentation and distribute it promptly to the appropriate sales staff.Print order labels and related shipping documentation to support accurate order fulfillment.Assist with the preparation and coordination of Bills of Lading for outgoing shipments.Match Bills of Lading with corresponding order paperwork and certifications to ensure compliance with customer requirements.Review shipping documentation for completeness and accuracy prior to dispatch.Assist with documentation required for freight carriers and customer shipments.Maintain organized shipping records and scanned documentation within the company’s document management system.Assist with preparation of shipping paperwork for company truck, freight shipments, and customer pickup orders.Process incoming material certifications and ensure they are correctly documented.Match material certifications to outgoing orders and prepare them with the required customer and order information.Maintain certification records within internal systems for easy retrieval and audit purposes.Provide material certifications to customers upon request in a timely and accurate manner.Assist with checking, locating, and verifying customer orders to support accurate order fulfillment.Help identify and resolve order discrepancies by coordinating with internal teams.Communicate with customers, sales staff, and operations regarding order status and documentation needs.Respond to customer and internal inquiries related to orders, shipping documentation, and certifications.Support general administrative duties related to documentation control, organization, and order processing as needed.

Essential Skills

Minimum 2+ years of experience in administrative support, customer service, logistics support, or operations support.Strong attention to detail and commitment to documentation accuracy.Excellent organizational and time-management skills.Ability to manage multiple tasks in a fast-paced environment.Proficiency in Microsoft Office, including Excel, Outlook, and Word.Experience with ERP systems or order processing systems (preferred but strongly valued).Customer service skills with the ability to communicate clearly and professionally.Experience with logistics, shipping, or order processing activities.Strong data entry skills with a focus on accuracy and completeness.Ability to coordinate and communicate effectively across teams.Problem-solving skills to identify and resolve order and documentation discrepancies.Familiarity with Bills of Lading and shipping documentation.Experience with documentation control and organization, including digital and physical filing systems.

Additional Skills & Qualifications

Experience in distribution, manufacturing, or metal service center environments.Familiarity with shipping documents such as Bills of Lading and related logistics paperwork.Experience handling material certifications or detailed order documentation.Background in inventory support, order entry, or vendor communication.Understanding of Bills of Materials and related documentation processes.Ability to multitask effectively while maintaining accuracy and organization.Comfort working within ERP systems and other business software tools.Strong written and verbal communication skills for customer and internal interactions.

Work Environment

This role is based in an office environment with standard business hours, Monday through Friday, from 7:30 a.m. to 4:00 p.m. Work involves frequent use of computers, document management systems, and office equipment for scanning, printing, and organizing paperwork. The position requires regular interaction with sales, operations, logistics, and customer service teams, as well as occasional communication with freight carriers and customers. The environment is fast-paced and detail-oriented, with a strong focus on accuracy, organization, and timely processing of documentation and orders

Job Type & Location

This is a Contract to Hire position based out of Nashville, TN.

Pay and Benefits

The pay range for this position is $21.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Nashville,TN.

Application Deadline

This position is anticipated to close on May 14, 2026.

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\n\nAbout Aston Carter:\n

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® double diamond winner for both client and talent service.

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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.

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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 astoncarteraccommodation@astoncarter.com for other accommodation options.

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