Administrative Associate

Employment Status: Part-Time, Non-Exempt

Department: Admin
Reports To: Director of Administration
Starting Rate: $24.00 - $27.00 DOE

Summary:

The Administrative Associate provides essential day-to-day support across multiple functions of the business, including operations, purchasing and inventory coordination, human resources, and general administration. This role is part of a wide-ranging administrative department that supports the company as a whole and requires adaptability, strong organizational skills, and an interest in learning many aspects of a small business.

The ideal candidate is detail-oriented, proactive, and comfortable juggling a variety of responsibilities while supporting multiple departments.

This is a work-from-home position, with candidates required to reside in the Portland metropolitan area to support local operations. The role is a part-time schedule for approximately 20 hours per week, Monday through Friday, with exact working hours flexible within regular business hours based on business needs and mutual agreement.

As a part-time employee, this role is eligible for participation in some of our benefits programs including our 401(k) program, front-loaded PTO, nine paid holidays (including one floating holiday), and more!

What You’ll Do:

Operations & Purchasing Support

• Enter, update, and manage purchase orders in the company’s system


• Coordinate purchase order fulfillment and follow up with vendors regarding confirmations, delays, and discrepancies


• Place ingredient and supply orders based on established schedules and inventory needs


• Track ingredient and supply inventory levels and flag shortages or issues to administrative leadership


• Maintain accurate and up-to-date records related to purchasing, inventory, vendors, and pricing


• Assist with organizing purchasing documentation for traceability and reporting purposes


• Support periodic inventory reviews and reconciliation as needed

Administrative & Cross-Departmental Support

• Provide general administrative support to multiple departments, including operations, quality, sales, and leadership


• Perform routine data entry, reporting, and administrative tasks to support day-to-day business operations


• Manage shared inboxes or administrative email communications as assigned


• Maintain organized digital and physical filing systems, ensuring documents are current and easily accessible


• Assist with document creation, formatting, and version control


• Support internal communications by distributing updates, forms, and information as needed


• Assist with general office coordination tasks such as ordering office supplies, tracking subscriptions, and maintaining vendor contacts


• Support process improvement initiatives by documenting procedures and suggesting workflow efficiencies

Who We’re Looking For:

• 1-3 years of administrative, office, or operations support experience preferred


• Strong organizational skills and attention to detail


• Comfortable working with multiple systems and learning new software


• Proficient in Google Workspace (Excel/Sheets experience a plus)


• Ability to manage multiple tasks and prioritize effectively


• Strong communication skills and a collaborative mindset


• Interest in learning and supporting many areas of a small business


• Adaptable and flexible in a fast-paced, evolving environment


• Self-motivated with a willingness to take initiative


• Comfortable working independently and as part of a team


• Maintains confidentiality, especially with HR-related information

Ruby Jewel LLC is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment based on an individual’s race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.