Administrative Assistant

Full-time

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Description

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Job Title: Administrative Assistant

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Exempt Status : Non Exempt

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Employment Type: Full Time

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Department: Administration

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Reports To: Operations Partner / General Manager

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Schedule: Mon - Fri 8:00am - 5:00 pm

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Pay Rate: $28.00 -$32.00/hr (DOE)

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Summary of Position:

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The Administrative Assistant plays a key role in supporting operations, accounting, and customer service through accurate data management and cross-departmental coordination. This position requires strong ERP experience, preferably with BatchMaster, and a solid understanding of sales order processing, accounts payable (AP), and accounts receivable (AR). The ideal candidate will be organized, efficient, and able to thrive in a fast-paced food manufacturing environment.

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Key Responsibilities:

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ERP & Order Processing:

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· Accurately enter and manage customer sales orders, purchase orders, and work orders in BatchMaster ERP

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· Track order status and coordinate with production, inventory, and shipping teams to ensure timely fulfillment

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· Generate and distribute customer invoices, order confirmations, and bill of ladings

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· Maintain item master data and assist with ERP report generation

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Accounts Payable / Receivable:

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· Process vendor invoices and route for approval in accordance with internal procedures

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· Generate customer invoices and distribute through the assigned channels

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· Assist with account reconciliations and follow up on outstanding receivables

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Administrative Support:

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· Maintain organized filing systems for documentation including production logs, QA/QC files, and compliance records.

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· Support audits, inspections, and compliance processes (e.g., SQF, HACCP, FDA/USDA)

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· Order and track office and facility supplies

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· Schedule meetings, coordinate travel arrangements, and support internal communications

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· Assist with onboarding and employee administrative documentation

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Requirements

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Qualifications:

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

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· Minimum 2 years of experience in an administrative support role, ideally within manufacturing or distribution

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· Prior experience with BatchMaster ERP or comparable manufacturing/inventory systems is strongly preferred

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· Proficient in Microsoft Office/Google Suite.

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· Familiarity with basic bookkeeping, AP/AR processes, and inventory tracking

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· Exceptional organizational skills and attention to detail

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· Strong communication skills and ability to work across departments

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· Ability to manage multiple priorities and meet deadlines in a fast-paced environment

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Preferred Qualifications:

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· Experience in food manufacturing or distribution

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· Knowledge of food safety standards and regulatory documentation

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· Bilingual English/Spanish is a plus

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PLEASE NOTE

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· The Company will provide reasonable accommodations to enable otherwise qualified individuals with disabilities to perform the essential physical and/or mental functions of this position

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· The description of this position is subject to change based on the necessities of the business

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Salary Description
\n $28-$32/hr