Administrative Support Specialist

WHEAT HOLDINGS LLC•Three Forks, MT

11d•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. It helps keep paperwork, system data, meeting minutes, and records accurate and current so leaders and plant teams can focus on operations. The position also provides back-up coverage for other support services as needed. The role prepares and proofreads communications and reports; tracks action items; coordinates meetings and minutes; enters and verifies ERP and product data; maintains product listings and standard reports; organizes production, food safety, quality, sanitation, maintenance, training, and safety records; and supports audit preparation and document control. It also assists with onboarding logistics, office supplies and requisitions, internal communications, and cross-site administrative support to Stone Ground Bakery. On-the-job training is provided.

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 should include sorting, filtering, and basic formulas.
Comfort learning and working in 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 company positively; assist others when needed; arrive on time and as scheduled.

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 as directed.
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 status; 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, and attach supporting documents to relevant records.
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 operations reports, including the monthly CHEP pallet report.
File and scan production and other operations paperwork; generate and organize mill paperwork such as 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 so they are 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; deliver work as promised and adapt to changes in systems, procedures, and priorities.