Administrative Assistant - Graphics Job at Craftsmen Industries in Saint Charles

About Craftsmen Industries

Craftsmen Industries custom manufactures unique specialty trailers and vehicles and large format printed elements for experiential marketing and industrial solutions for brands across the industry spectrum including Boeing, PepsiCo, and Anheuser-Busch. We pride ourselves on creating our products fully in-house from initial design and engineering to fabrication and the finishing touches of graphics and paint.

Our Craftsmen team includes one subsidiary, Schantz Manufacturing. Schantz focuses on custom manufacturing of concession trailers for the fair and festival industry.

Guided by our values, we BUILD by helping bring ideas to life in a dynamic and collaborative environment and we're looking for talented individuals to grow with us!

What Do We Offer?

• Competitive compensation.
• Career development opportunities.
• Benefits including but not limited to Medical, Dental and Vision.
• 401(k) Match and Much More!

Position Title: Administrative Assistant - Graphics

Location: St. Charles, MO

Primary Responsibilities: The Graphics Administrative Assistant is responsible for managing and organizing production-to-sales paperwork for digital invoicing, ensuring efficient workflow and accurate documentation. This role also supports various administrative functions, including front desk coverage, scheduling meetings, and assisting with graphic orders and reporting to support the sales team.

Job Duties:

• Organize, process and track paperwork from production to sales for digital invoicing.
• Input data into invoicing systems and ensure accuracy for billing and financial records.
• Maintain and update filing systems, both physical and digital, for graphic orders and client files.
• Enter and manage simple graphic orders in the workflow system.
• Collaborate with the graphics team to track project statuses and deadlines.
• Ensure accurate details (e.g., design specifications, deadlines) are communicated to relevant teams.
• Schedule meetings, calls, or presentations involving the graphics or sales teams.
• Prepare and distribute meeting agendas, minutes, and reports.
• Monitor and manage office supplies related to graphics production needs.
• Assist sales staff with creating, updating, and maintaining graphics reporting.
• Act as a liaison between the sales and graphics teams to ensure clear communication.
• Follow up with clients on project updates, invoices, or other inquiries, as needed.
• Coordinate with external vendors or suppliers if necessary for graphic projects.
• Provide coverage at the front desk, including answering calls, greeting visitors, and handling general inquiries, as needed.
• Assist with special projects or events as required.
• Provide backup support to other administrative or graphics team members during peak times.
• Other duties, as assigned.

Required Skills:

• High school diploma or equivalent with 2+ years' administrative experience
• 1+ years demonstrated customer service experience.
• Ability to communicate both verbal and written with welcoming demeanor and
• Basic knowledge of all MS Office
• Ability to remain organized with very strong attention to detail and accuracy.
• Ability to work under pressure and meet tight deadlines.
• Ability to adapt quickly to changing project needs and priorities.
• A collaborative and team-oriented mindset.
• Positive attitude with a willingness to learn new tools and processes.
• Must demonstrate a consistent and stable work history, along with strong verbal and written communication skills.

Preferred Qualifications:

• Associates degree or Technical School equivalence with a concentration in graphics or administration.

Physical Requirements:

• Sitting, standing, and walking in office, warehouse, and manufacturing environments.
• Ability to bend, lift, and position self to move about the office, as needed.
• Required use of fingers and hands to operate a computer.
• Vision abilities required by this job include close and/or color vision, and ability to adjust focus.

Craftsmen Industries (and its subsidiaries) is an Equal Opportunity Employer. This means that we consider all applicants for employment and employees eligible for employment without regard to race, marital status or civil union status, sex, age, color, religion, national origin, veteran status, mental or physical disability, sexual orientation, gender identity, and/or any other characteristic protected by law. We also provide reasonable accommodations to our applicants and employees with disabilities in order to assist them in the performance of their essential job functions.

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