Administrative Assistant

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

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.

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.

• 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, Linked In, and other marketing initiatives as needed

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

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

• Administrative operations,…