Office Administrator
About The Position
The Office Administrator will be responsible for greeting visitors, managing truck scale operations, preparing shipping and receiving documents, and maintaining organized records. This role involves customer service, data entry into the company's ERP system, sample management, and assisting with inventory counts. The position also requires coordinating training, ensuring compliance with food safety standards, and reporting any complaints or issues to management. Availability for extended hours, including weekends during peak times, is expected, along with a proactive approach to suggesting system improvements.
Requirements
- Associates degree preferred or High school diploma and two years related experience and/or training, or equivalent combination of education and experience.
- Ability to read, analyze, and interpret basic accounting information including Bills of Lading, Invoices and Statements, and Purchase orders.
- Ability to accurately record data on forms.
- Ability to respond verbally and/or in writing in a professional manner to common inquiries.
- Ability to effectively present information to and/or respond to questions of customers, vendors, and growers.
- Ability to calculate figures and amounts using addition, subtraction, multiplication, and division including percentages.
- Ability to learn and apply differing weights and measures and ability to convert between differing units of measure such as pounds, bushels, metric tonnes and hundred weights.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Proficiency in Microsoft Office products including Word, Excel, and Outlook.
- Proficient in typing and data entry.
Responsibilities
- Greet growers, truck drivers, customers, and visitors with professionalism and provide exceptional customer service.
- Ensure all visitors sign in and acknowledge facility GMPs.
- Operate truck scale to weigh inbound and outbound loads and internal transfers, providing corresponding weight certificates.
- Provide facility site maps and verbal instructions to drivers for routing to receiving pits and/or shipping docks.
- Prepare daily shipping documents by lot and purchase order numbers for operations personnel.
- Complete inbound receiving paperwork and enter bean receipts and grades in the company ERP system, filing hard copies.
- Complete outbound shipment paperwork and enter load information in the company ERP system, filing hard copies.
- Prepare, label, and properly store grower and processing retain samples.
- Manage and save all digital load pictures on the company drive.
- Answer and route all incoming phone calls.
- Maintain an organized work environment.
- Assist personnel with grower compliance record keeping.
- Process and fulfill small wholesale bean orders.
- Assist with monthly inventory counts and reporting.
- Forward requested receiving and shipping records for proper accounting and billing.
- Be available for extended hours including weekends during peak times.
- Proactively offer facility and system improvements.
- Report any issues involving sanitation, food safety, or quality to management.
- Be actively involved and participate in the food safety and safety program.
- Arrange, prepare documents, and schedule food safety and plant safety trainings, filing documents and records according to the facility's food safety management system.
- Comply with all food safety management system requirements.
- Report any customer, grower, driver, or vendor complaints immediately to management.
- Provide reports as requested to management and corporate personnel.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
