Administrative Assistant

Position Summary:

Provide clerical and administrative support to the Office Manager and Production team to ensure efficient coordination of production-related tasks and communication.

Key Responsibilities:

Ø Production Support & Communication

· Assist with communicating shortages and quality issues to the appropriate parties

· Compile and distribute production activity reports

Ø Team Member Support

· Serve as backup to the Shipping Coordinator

· Provide phone coverage when needed

Ø Unrooted Cuttings Program

· Schedule and print labels for incoming cutting

· File quality claims upon arrival of shipments

· File quality claims based on in-house inspections

· Assist with production verification process

· Download data from temperature recorders

Ø Seed program tasks

· Report and monitor seed germination issues

· Submit seed quality claims

Ø Perform other administrative tasks and special projects as assigned my management leadership

Computer Skills:

Ø Excel (required):

· Proficient in basic spreadsheet tasks such as formatting, sorting, filtering, grouping data, and applying common formulas (e.g., SUM, AVERAGE, SUBTOTAL).

Ø Excel (preferred):

· Experience with advanced functions such as VLOOKUP, Pivot Tables and formula-based data analysis and reporting

Ø Microsoft Office: Proficient in Word and Outlook and email/calendar management

Administrative Support:

Ø Answer incoming calls professionally and courteously.

Ø Direct calls promptly to appropriate individuals

Ø Take accurate messages and relay them to the intended recipients without delay.

Ø Assist with a variety of administrative tasks and special projects as assigned

Ø Collaborate with team members to maintain efficient workflows and open communication

General Qualifications:

Ø Excellent organization and time management skills

Ø Strong attention to detail and accuracy in data entry.

Ø Clear and professional communication

Ø Strong interpersonal skills

Ø High school diploma or equivalent required

Working Environment and Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Ø Standard work schedule is 8 hours per day, Monday through Friday (40 hours per week). Overtime may occasionally be required during peak season (December through April).

Ø Work is performed in a quiet, climate-controlled office setting.

Ø Employees may alternate between sitting and standing throughout the workday. Minimal walking is required.

Ø The temperature is consistently comfortable and never subject to extreme heat or cold.

Requirements: • Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant • Knowledge of office management systems and procedures • Working knowledge of office equipment, like printers, copiers, fax machines, etc. • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) and related business software. • Excellent time management skills and the ability to prioritize work • Attention to detail and problem-solving skills • Excellent written and verbal communication skills • Strong organizational skills with the ability to multi-task • Minimum High School degree; Associate’s degree is highly desirable as well as related experience as an Administrative assistant or Secretary will be a plus. Competencies: 1. Communicates Effectively 2. Customer focus