Administrative Support

Position Summary:

The Administrative Assistant provides cross-departmental support within a fast-paced food manufacturing environment. This role is responsible for assisting the Customer Service team with invoices and documentation, supporting the Finance team with payables, coordinating with Production to ensure accurate and up-to-date paperwork, and maintaining supplier and vendor documentation for the Procurement Department. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining accuracy and compliance with company and regulatory standards.

Key Responsibilities:

Customer Service Support:

• Prepare, process, and track customer invoices in coordination with the Customer Service team.


• Maintain accurate customer records and ensure all documentation is properly filed and retrievable.


• Assist in responding to customer inquiries regarding order status, billing, and documentation.

Finance Support:

• Responsible for accounts payable tasks including reviewing vendor invoices, coding, and routing for approval.


• Track payment due dates and maintain accurate records of financial transactions and supporting documents.


• Enter invoices into system and process payments.


• Support monthly and quarterly financial reporting by providing organized and verified data.

Production Support:

• Create, review, and maintain production paperwork and documentation updates including batch records, logs, and production reports.


• Ensure all forms and templates are current and compliant with company policies and regulatory standards.


• Assist in coordinating document flow between Production, Quality Assurance, and Administration.

 Procurement Support:

• Collect, review, and maintain all supplier, vendor, and service provider documentation for traceability and compliance.


• Maintain up-to-date records for vendor contracts, service agreements, and certifications.


• Support procurement staff by monitoring contract renewal dates and ensuring all documents are accurate and complete.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.


• Minimum 5-7 years of administrative experience, preferably in a food manufacturing or related industry.


• Strong organizational and documentation skills with exceptional attention to detail.


• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ERP, QB or accounting systems.


• Excellent communication skills, both written and verbal.


• Ability to manage multiple priorities in a fast-paced environment while maintaining confidentiality and accuracy.

Core Competencies:

• Strong time management and prioritization skills


• Accuracy and attention to detail


• Team collaboration across multiple departments


• Professionalism and discretion in handling sensitive information


• Problem-solving and adaptability in a dynamic environment

Work Environment:

• Office-based position within a food manufacturing facility


• Regular interaction with Customer Service, Finance, Production, Procurement, and Quality teams


• Must adhere to company policies, food safety, and documentation standards

BENEFITS:

• Experience a diverse range of comprehensive benefits, including medical, vision, and dental coverage.


• Take time away from work and recharge with generous paid time off and "dream" days off.


• Participate in exciting company events that foster camaraderie and team spirit.