Administrative Assistant

Flooring Foundation Corporation; Northern (KY); Hybrid; USD 50,000 - 60,000; Full time

Benefits offered by this job

Full-time role

Flexible environment

Cross-training

Training opportunities

Collaborative culture

Growth opportunities

Paid PTO

Paid holidays

Health benefits

401k after year1

Job summary

Flooring Foundation is seeking an Administrative Assistant to support our growing team. The role emphasizes organized, analytical work handling detailed information and cross-functional coordination.

Reporting to the Business Manager and working with the Office Manager, you will develop procedures, manage records, and grow into broader operations as the company expands.

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• A process-driven mindset and the ability to follow, maintain, and improve established procedures.
• Ability to manage multiple assignments, deadlines, and follow-up items simultaneously.
• Strong computer skills and the ability to learn new software quickly.
• Proficiency with Microsoft Office 365, including Word, Excel, and Outlook.
• Experience with PDF software, CRM platforms, or electronic document management systems.
• Strong written and verbal communication skills.
• The ability to work independently with minimal supervision after training.
• Dependability, initiative, and a high level of personal accountability.
• Sound judgment and the ability to handle confidential information.
• Identify inconsistencies, ask thoughtful questions, and follow issues through to resolution.
• Willingness to take ownership of responsibilities without constant reminders.

Responsibilities

• Organizing and maintaining electronic project files, contracts, and supporting documentation.
• Maintaining accurate and up-to-date information within the company's CRM and other internal systems.
• Monitoring deadlines, outstanding items, and required documentation with follow-up as needed.
• Preparing and maintaining documents, spreadsheets, reports, checklists, trackers, and internal communications.
• Supporting contract administration and project documentation.
• Creating, documenting, and updating standard operating procedures and recurring administrative workflows.
• Coordinating information among sales, purchasing, operations, and administrative team members.
• Cross-training on specialized administrative, operational, and compliance-related responsibilities.
• Assisting with certified payroll, prevailing wage documentation, and related processes as training progresses.
• Identifying recurring process issues and recommending practical improvements.
• Conducting research and organizing findings into clear, usable information.
• Using approved AI tools appropriately to support research, documentation, and administrative efficiency.
• Preparing and coordinating outgoing marketing mailers as needed.
• Assisting with approved social media, LinkedIn, and other marketing initiatives as needed.

Skills

Exceptional organization

Analytical thinking

Process-driven

Multi-tasking

MS Office 365

CRM experience

Written & verbal comms

Independent work

Accountability

Confidential handling

Problem solving

Questioning & follow-through

Ownership mindset

Education

Administrative background

Tools

PDF software

CRM platforms

Electronic document mgmt

Job description

Position Type: Full-Time W2 Employee
Schedule: Monday through Friday, 40 hours per week
Location: In-Person [Asbury, NJ Hunterdon County]
Reports to: Business Manger
Day-to-Day Supervision: Office Manager

Position Overview:

Flooring Foundation is seeking a highly organized, analytical, and dependable Administrative Assistant to support our growing team.

This is more than a traditional administrative assistant position. We are looking for someone who can manage detailed information, maintain accurate records, coordinate responsibilities across multiple areas of the business, and help ensure that important tasks are completed correctly and on time.

The Administrative Assistant will report to the Business Manager and work closely with and under the day-to-day direction of our Office Manager. The position will also interact regularly with sales, purchasing, operations, and other members of the Flooring Foundation team.

The right candidate will be comfortable managing multiple priorities, working within established procedures, and identifying opportunities to make those procedures clearer and more efficient. As this individual develops an understanding of our business, they will cross-train on increasingly complex administrative, operational, and compliance-related responsibilities.

Our goal is to find someone who can become an integral part of our team and grow into a larger operations role as Flooring Foundation continues to expand.

About Flooring Foundation:

Flooring Foundation is a family-owned, values-driven commercial flooring company built on integrity, humility, service, accountability, and respect.

We believe in doing the right thing, supporting one another, and treating our employees, customers, and business partners with honesty and professionalism.

We are looking for someone who will thrive in a collaborative environment, take ownership of their responsibilities, and contribute positively to the culture we have worked hard to build.

Primary Responsibilities May Include:

• Organizing and maintaining electronic project files, contracts, photographs, and supporting documentation, while reviewing records for completeness and accuracy
• Maintaining accurate and up-to-date information within the company's CRM and other internal systems
• Monitoring deadlines, outstanding items, and required documentation, including following up with team members as needed
• Preparing and maintaining documents, spreadsheets, reports, checklists, trackers, and internal communications
• Supporting contract administration and project documentation
• Creating, documenting, and updating standard operating procedures and recurring administrative workflows
• Coordinating information among sales, purchasing, operations, and administrative team members
• Cross-training on specialized administrative, operational, and compliance-related responsibilities
• Assisting with certified payroll, prevailing wage documentation, and related processes as training and experience progress
• Identifying recurring process issues and recommending practical improvements
• Conducting research and organizing findings into clear, usable information
• Using approved AI tools appropriately to support research, documentation, and administrative efficiency
• Preparing and coordinating outgoing marketing mailers as needed
• Assisting with approved social media, LinkedIn, and other marketing initiatives as needed

Qualifications:

The successful candidate will demonstrate:

• Exceptional organizational skills and attention to detail
• Strong analytical and problem-solving abilities
• A process-driven mindset and the ability to follow, maintain, and improve established procedures
• The ability to manage multiple assignments, deadlines, and follow-up items simultaneously
• Strong computer skills and the ability to learn new software quickly
• Proficiency with Microsoft Office 365, including Word, Excel, and Outlook
• Experience with PDF software, CRM platforms, or electronic document management systems
• Strong written and verbal communication skills
• The ability to work independently with minimal supervision after training
• Dependability, initiative, and a high level of personal accountability
• Sound judgment and the ability to handle confidential information
• The ability to identify inconsistencies, ask thoughtful questions, and follow issues through to resolution
• A willingness to take ownership of responsibilities without requiring constant reminders

Preferred Qualifications:

Experience in one or more of the following areas is a plus:

• Administrative operations, construction field, project coordination, compliance support, or office administration
• Contracts, payroll documentation, or regulated processes
• CRM data management and administrative workflows
• Advanced or intermediate Excel
• Creating standard operating procedures, checklists, or tracking systems
• Certified payroll or prevailing wage requirements
• AI tools used for research, organization, documentation, or administrative automation
• Marketing, social media, or LinkedIn experience

Who Will Succeed in This Role:

The ideal candidate enjoys detailed work and takes pride in getting things right.

You naturally notice missing information, inconsistent processes, and unfinished tasks. You can manage multiple priorities without sacrificing accuracy and understand the importance of following established procedures.

You don't wait for every task to be assigned or every deadline to become urgent. You keep track of what needs to happen, communicate when something is unclear, follow up when information is missing, and take responsibility for seeing your work through to completion. You are also comfortable learning.

Over time, we expect this individual to develop a broad understanding of Flooring Foundation's administrative and operational functions and become a trusted resource across the company.

What We Offer:

• A full-time position with a growing, family-owned company
• A flexible work environment after successful completion of training
• Hands-on exposure to multiple areas of the business
• Training and the opportunity to learn increasingly complex administrative and operational responsibilities
• A collaborative team that values integrity, humility, service, accountability, and respect
• The opportunity to grow into a larger role within Flooring Foundation
• Paid PTO
• Paid holidays
• Health, dental, and vision benefits
• Participation in company 401k plan after 1 year of employment

Compensation:

Salary range of $50,000–$60,000 annually, based on experience and qualifications

Additional Information

This job description summarizes the primary responsibilities of the position and is not intended to include every duty that may be assigned. Responsibilities may change as business and project needs evolve. Flooring Foundation is an equal opportunity employer and considers qualified applicants without regard to any characteristic protected by applicable law.