Administrative Assistant

Wisoman Foods • Hayward, CA

33d • $21 - $25 • Onsite

About The Position

At Wisoman Foods, the Administrative Assistant is often the first point of contact, providing a positive impression to all customers, vendors, and visitors. This role supports multiple departments while ensuring smooth daily operations and exceptional service. The Administrative Assistant will play a key role in supporting daily operations in a fast-paced food manufacturing facility. This position works closely with production, logistics, quality, and customer service teams to ensure accurate order processing, efficient communication, and smooth coordination across departments.

Requirements

• High school diploma or equivalent required
• 2-3 years of administrative experience, preferably in food manufacturing, production, logistics, or a related environment.
• Proficiency in Microsoft Office and comfort with ERP and EDI platforms used in manufacturing operations.
• Strong written and verbal communication skills; bilingual English/Spanish highly preferred.
• Highly organized, detail-oriented, and able to manage multiple tasks in a production-driven setting.
• Ability to maintain confidentiality and handle sensitive operational information responsibly.
• A proactive, collaborative team player with solid problem-solving and follow-through skills.

Nice To Haves

• bilingual English/Spanish highly preferred

Responsibilities

• Answer and direct inbound calls while providing professional and friendly customer service.
• Welcome and assist visitors, vendors, and auditors, maintaining adherence to facility security and food safety protocols.
• Respond to customer inquiries regarding orders, shipments, and product information; research solutions and provide timely follow-up when needed.
• Monitor operational trends and support continuous improvement in customer service and administrative workflows.
• Enter and process customer orders in the ERP system; verify order accuracy and communicate any issues or delays within 24 hours.
• Prepare, update, and distribute weekly production and shipping schedules to support planning and on-time fulfillment.
• Coordinate outbound shipments with freight carriers and 3PL partners, considering both cost efficiency and customer delivery requirements.
• Track daily inventory levels for finished goods and raw materials, and provide updates to the production and purchasing teams.
• Manage purchase orders, confirm supplier lead times, update delivery commitments, and maintain accurate online records.
• Support product recall activities, shipment tracing, and documentation as part of the facility’s food safety and recall programs.
• Scan, upload, and organize production, shipping, and purchasing documents to maintain clean and compliant recordkeeping.
• Serve as a communication bridge across departments, ensuring alignment between production, logistics, sales, and quality.
• Participate in quality and food safety initiatives, reporting issues to the Quality team promptly.
• Perform other administrative tasks and support special projects as assigned.

Benefits

• A supportive, team-oriented work environment.
• Opportunities for professional development and growth across departments.
• Hands-on experience in cross-functional operations including customer service, logistics, purchasing, and production.
• The chance to contribute to the success of a growing company while developing valuable administrative expertise.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED