Wholesale Operations Administrator

SMC Management•Chambersburg, PA

3d•Onsite

About The Position

South Mountain Creamery is a family and farmer-owned farm, creamery, and home delivery service. We're a team that runs hard and cares about getting it right — in the product and in the process. Behind every well-run shift is a mountain of paperwork, coordination, and communication that has to happen accurately and on time. This role is the person who makes sure all of that clicks. The Wholesale Operations Administrator is the communication and coordination hub for our wholesale plant operations. You make sure the right information gets to the right people at the right time — so managers can manage, drivers can drive, and the dock can ship. This is a newly created role, built specifically to take administrative burden off our operational managers so they can focus on leading their teams. You're not in the background — you're the connective tissue that keeps the whole operation from missing a beat.

Requirements

1–3 years of administrative, operations coordination, or office management experience.
Strong organizational skills with high attention to detail — accuracy is non-negotiable.
Excellent communication skills, both written and verbal.
Comfortable working in a fast-paced, early-morning production environment.
Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn internal systems quickly.

Nice To Haves

Food or distribution industry experience a plus, but not required.

Responsibilities

Ensure the dock team has correct and complete paperwork at the start of each shift.
Organize, track, and confirm purchase orders are completed without exception.
Proactively identify open or incomplete POs and take action before they become a problem.
Collect and submit accounting documentation to the accounting team on a consistent daily schedule.
Print and distribute ice cream labels accurately and on time.
Enter ice cream batch sheets into the appropriate system.
Communicate daily transfer truck requirements — ensure the truck arrives with exactly what the plant needs.
Support production and dock teams by ensuring information flows clearly between departments.
Log every customer complaint into the system accurately and promptly — nothing gets recorded in a notebook and forgotten.
Compile and distribute a weekly customer complaint summary report to the Wholesale Operations Manager.
Enter out-of-stock and short shipment information throughout the day as it becomes known — visibility into these issues is time-sensitive.
Ensure out-of-stock and shorts data is accessible to production, distribution, and management teams in real time.
Serve as the central communication point between dock, production, distribution, and accounting.
Maintain a clear daily log of open administrative items and their status.
Follow up on outstanding items without being prompted — own the follow-through.
Flag administrative gaps or breakdowns to the Wholesale Operations Manager quickly.
Make sure each team has what they need to be successful at the start of each shift.
Anticipate needs based on the daily schedule and production plan.
Reduce friction for managers by handling every administrative task that doesn't require their direct decision-making.