Administrative Support Specialist

Stone Ground Bakery and Wheat Montana•Three Forks, MT

2d•Onsite

About The Position

The Administrative Support Specialist is the administrative backbone of the Wheat Montana site and reports to the Senior Director of Operations. This hands-on, non-supervisory role provides administrative, records, data, and coordination support to multiple departments, keeping paperwork, systems data, meeting minutes, and records accurate and current. The position maintains meeting minutes and action logs, supports ERP and product data accuracy, organizes food safety and safety records for audits, and provides backup coverage for other support services as needed. The role supports operations through document preparation, meeting coordination, communications, and tracking deadlines and action items. It enters and verifies ERP data, updates product information in Aptean and 1WorldSync, maintains customer portal and e-commerce listings, and prepares standard reports. It also files production and plant documentation, organizes food safety, quality, sanitation, maintenance, and training records, and helps prepare for SQF, customer, and regulatory audits. Additional duties include onboarding logistics, office supply and purchase requisition support, internal communications, coordination of driver and rider applications and reports, and cross-site administrative support to Stone Ground Bakery as directed.

Requirements

High school diploma or GED required.
At least 2 years of administrative, office, or operations support experience required.
Strong written and verbal communication skills.
Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams; Excel skills must include sorting, filtering, and basic formulas.
Comfort learning and working with ERP and data systems, including Aptean / Business Central, 1WorldSync, and customer portals.
High attention to detail and accuracy in data entry and recordkeeping.
Strong organization and time-management skills, including the ability to manage competing priorities across several departments.
Sound judgment and strict confidentiality with personnel, safety, and business information.
Ability to work independently, follow through, and ask for help early.
Willingness to complete training in Food Safety, GMPs, Safety, and production reporting.
Experience with social media posting in a business or professional setting.
Interact positively and professionally; maintain composure with employees, customers, vendors, and auditors; represent the department and company positively.
Assist others when needed, arrive on time and as scheduled, and deliver work as promised.

Nice To Haves

Associate's degree in business administration or a related field.
Experience in food manufacturing, a bakery, or another regulated manufacturing environment.
Experience with ERP systems, SQF or other GFSI audit records, or 1WorldSync.

Responsibilities

Draft, format, and proofread correspondence, memos, reports, presentations, and forms.
Track open action items and deadlines for department managers.
Prepare agendas, materials, and rooms for operations, leadership, customer, and vendor meetings.
Serve as a point of contact for internal departments, visitors, vendors, and auditors, routing calls and requests to the appropriate owner.
Take and distribute minutes for Management, Food Safety, and Safety Committee meetings.
Maintain action item logs with owners, due dates, and statuses; send reminders and report overdue items.
Support the Safety Committee with agendas, attendance, minutes, inspection records, and follow-up tracking.
Enter and verify assigned production, inventory, and sales order data in the ERP system; attach supporting documents to item cards and purchase and shipping documents.
Update Aptean product data, including specification sheets, item attributes, data verification, and product images.
Set up and maintain product data in 1WorldSync and customer portals, including Walmart order-processing paperwork.
Maintain e-commerce item listings in coordination with Sales and Marketing.
Generate standard daily, weekly, and monthly reports for operations leaders, including the monthly CHEP pallet report.
File and scan production and other operations paperwork; generate and organize mill paperwork, including pick sheets and pallet tags.
Maintain organized paper and electronic filing systems and obtain missing information when records are updated.
File and retrieve food safety, quality, sanitation, maintenance, and training records to keep them complete and audit ready.
Support SQF, customer, and regulatory audit preparation by pulling and organizing requested records.
Support document control in Vericuda by formatting documents and routing them for review and approval; do not approve controlled documents.
Maintain training records and sign-in sheets in coordination with department managers.
Support new-hire onboarding logistics, including uniforms, t-shirt distribution, key fob assignments, workstation setup, and orientation scheduling.
Coordinate with IRIDE on driver and rider applications and monthly reports.
Order and track office supplies and process purchase requisitions as assigned.
Support internal communications, including newsletters, bulletin boards, and site social media content as assigned.
Provide cross-site administrative support to Stone Ground Bakery as directed.
Complete special projects and other related duties as assigned.
Keep the Senior Director informed of progress, issues, and potential problems; follow through on commitments and adapt to changes in systems, procedures, and priorities.