Administrative Assistant

RED FLINT GROUP, LLC JOB DESCRIPTION

TITLE: Administrative Assistant STATUS: Non-Exempt REPORTS TO: Jr. Vice President of Business Development and Office Manager UPDATED: May 2025

Position Summary:

Red Flint Group is seeking a reliable, detail-oriented, and self-sufficient individual to demonstrate their administrative experience and provide support to all areas/departments of the company. We are seeking an organized and creative problem-solver who is prepared to take ownership of the position. Most of the responsibilities and functions that this role will be responsible for are standard administrative-type duties, with the addition of a few unique challenges.

Essential Functions Responsibilities:

This job describes the general nature and level of work performed by employees assigned to this position. It does not state or imply that these are the only duties and responsibilities assigned to the job. Employees may be required to perform other job-related duties as requested by management. All requirements are subject to change over time and to possible modification.

Office/Administrative Assistant

1. First point of contact at Red Flint – answering the phones during regular business hours and transferring to the necessary party using diagnostic questions

2. Enters regular summer season Saturday shift rotation for Red Flint Rock & Stone yard truck scale (no more than 1-2 per month in the summer, shifts ~8AM-2PM). Acts as a deep backup for scale staff during regular business hours if needed.

3. Handle the property management of a local housing development – arranging vendors, communicating with homeowners, traveling to site North of Eau Claire to meet vendors, etc.

4. Assists Business Development, Production, and Order Fulfillment staff in completing required pre and post documentation on a timely basis

5. Assists Business Development with trade show collateral organization – responsible for check in/check out of trade show booths, storage and maintenance of sales collateral, keeping storage rooms organized

6. Provide support to Accounting Manager including AP processing, check entry, payroll support, etc.

7. Assisting order fulfillment department with order fulfillment and logistics coordination as required

8. Coordinating office vendors for maintenance/repairs as needed

9. Coordinate travel for traveling members of our staff – arranging flights, booking hotels, etc.

10. Performing administrative tasks, including filing and photocopying

11. Consolidation of mail order items

12. Maintain two Red Flint websites – coordinate with website vendor companies when changes need to be made

13. Shipping tasks: USPS, FedEx, UPS

14. Data entry, including production, financial, and other

15. Ordering office supplies and consumables as requested by employees

16. Supports strategic objectives of the company to ensure optimal and profitable operations.

17. Other duties as assigned.

Site Related Support/Logistics

1. Learns, understands, and complies with applicable plant safety rules and regulations at all times.

Holds self and others accountable for safe operations, wears required PPE, executes and participates in regular MSHA and safety training/testing.

2. Answers phone calls as first contact on corporate line; routes calls to appropriate department and/or person; understands all site’s phone requirements/phone systems operations and is proficient at maintaining corporate brand through phone interactions.

3. Utilizes order entry system for local, domestic and international order fulfillment according to established procedures – from entry of quotes to daily orders/charge tickets, release and shipment of products. Keeps system up to date with various related information, as scheduled and as needed.

4. Will learn all sites scale procedures and operations. May be required to back up site scale operations on temporary basis across all sites via Lync/Skype technology and will be asked to work occasional scale operations/rotation in Eau Claire.

5. Corresponds with customers on their order questions and changes – phone, email, internet, etc. Professionally addresses and resolves problems/complaints within scope of responsibility, documents correspondence and results.

6. Learns, understands, and communicates regarding internal procedures required to execute assistant role; these may include but are not limited to product/media, packaging, inventory, shipping, industry standards, production, and scheduling.

7. Files correspondence, reports, and other materials. May file confidential data.

8. Assists others in the office with special projects and other work as assigned.

Work Relationships:

Reports to the Jr. Vice President of Business Development. Also works closely with the CEO, and others in Business Development assisting in required activities to leverage BD personal time. Will include projects and support of Production Management, Order Logistics, Sales, travel planning and arrangements, and Accounting, and frequently with other employees in the office. Regular, daily contact with customers and vendors, by phone, e-mail, and occasionally in person.

Performance Expectations and Competencies:

Work performed is expected to meet or exceed guidelines for safety, quality, accuracy, timeliness and thoroughness. Must be reliable and timely in reporting to work. Competencies include the ability to: think and work safely, interact professionally with external contacts (customers, freight vendors, drivers, etc.), accurately troubleshoot and resolve order and logistics problems as they relate to BD follow up and RFQ requirements, gain the trust and respect of co-workers and management, communicate effectively and develop good working relationships with others, conduct self with honesty and integrity, take initiative to notice what needs to be done and the good judgment to act appropriately.

Knowledge, Skills and Abilities:

1. Observes all safety rules and regulations, conducts self in a safe manner at all times.

2. Ability to maintain a professional demeanor when dealing with the public.

3. Ability to prepare written reports and documents and maintain accurate files records.

4. Must possess excellent communication skills both verbally and in written form, for interacting positively with management, employees, customers, and vendors. Must enthusiastically seek out interaction with customers and vendors as required on phone, in person, and on skype.

5. Must be able to perform intermediate math functions (add, subtract, multiply, divide, algebraic and geometric calculations).

6. Must be detail oriented and well organized in order to effectively plan for and coordinate daily business activities.

7. Knowledge of modern office practice and procedures including business correspondence, and filing techniques. Correct English usage, including grammar, spelling, punctuation, filing systems, and vocabulary covering common administrative terminology.

8. Ability to operate a variety of modern office equipment, computer terminals, utilizing word processing, spreadsheet, and PowerPoint software, and peripheral equipment such as facsimile machines, printers, scanners, and copiers.

9. Ability to perform detailed work accurately in compliance with stringent time limits with minimal direction or supervision.

10. Ability to work as a team, but also independently initiate, prioritize, perform or solve problems related to deviations in work assigned in order to meet fixed or fluctuating deadlines and achieve work objectives.

11. Ability to manage multiple projects, prioritize multiple tasks and demands. Ability to understand, interpret, apply and explain policies and procedures.

12. Ability to comprehend, retain and effectively carry out policies and procedures.

13. Ability to use or quickly learn mainframe computer system and personal computer with, Business Lync, MS Excel, MS Project, MS Word, MS PowerPoint, accounting software and other company specific software.

14. Ability to work the allocated hours of the position in order to meet deadlines.

15. Ability to travel as needed by the Company.

Minimum Requirements:

Must be proficient with Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook). Experience with computerized order processing and accounting systems, or production scheduling and/or maintenance and repair systems (prefer Great Plains experience), preferred.

Need ability willingness to learn required system requirements for order processing/logistics, freight or production scheduling, and/or customer service.

Required valid driver’s license and insurability, and ability to travel by air to other locations.

Expected Schedule:

Typical open hours are 8AM-5PM Monday through Friday. You should plan on this as the minimum schedule. Overtime will be paid for hours worked in a calendar week over 40. We expect your average work week to average at least 45 hours (average may be closer to 50 hours dependent on workload).

We would encourage averaging 50-hour work weeks to speed up training and learning. Will work the occasional Saturday from 8AM-2PM for truck scale coverage, approximately 1-2 Saturdays per month during the Summer season (Red Flint Rock & Stone).

Physical Environment:

The duties of this job include physical activities such as stooping, kneeling, standing, reaching, standing, walking, lifting and/or move (up to 50 pounds), fingering, and grasping, talking, hearing/listening, seeing/observing, and repetitive motions. Will alternate walking, sitting, and standing throughout work days.

Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.

Working Conditions:

Work is performed mostly indoors in an office environment. Requires excellent eye-hand coordination for data entry, periods of sitting and standing, working at a computer terminal, use of a variety of office equipment and other equipment.

PPE will be required when visiting production and job locations; and all but shoes (reimbursement for steel toe shoes) will be furnished.

Red Flint Group, LLC is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, SCS will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: $19.00 - $23.00 per hour

Expected hours: 45 – 51 per week

Benefits:

Schedule:

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Monday to Friday

Shift availability:

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Day Shift (Required)

Ability to Commute:

Ability to Relocate:

Work Location: In person