Description:
Job Title: Administrative Assistant
Exempt Status : Non Exempt
Employment Type: Full Time
Department: Administration
Reports To: Operations Partner / General Manager
Schedule: Mon - Fri 8:00am - 5:00 pm
Pay Rate: $28.00 -$32.00/hr (DOE)
Summary of Position:
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.
Key Responsibilities:
ERP & Order Processing:
- Accurately enter and manage customer sales orders, purchase orders, and work orders in BatchMaster ERP
- Track order status and coordinate with production, inventory, and shipping teams to ensure timely fulfillment
- Generate and distribute customer invoices, order confirmations, and bill of ladings
- Maintain item master data and assist with ERP report generation
Accounts Payable / Receivable:
- Process vendor invoices and route for approval in accordance with internal procedures
- Generate customer invoices and distribute through the assigned channels
- Assist with account reconciliations and follow up on outstanding receivables
Administrative Support:
- Maintain organized filing systems for documentation including production logs, QA/QC files, and compliance records.
- Support audits, inspections, and compliance processes (e.g., SQF, HACCP, FDA/USDA)
- Order and track office and facility supplies
- Schedule meetings, coordinate travel arrangements, and support internal communications
- Assist with onboarding and employee administrative documentation
Requirements:
Qualifications:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
- Minimum 2 years of experience in an administrative support role, ideally within manufacturing or distribution
- Prior experience with BatchMaster ERP or comparable manufacturing/inventory systems is strongly preferred
- Proficient in Microsoft Office/Google Suite.
- Familiarity with basic bookkeeping, AP/AR processes, and inventory tracking
- Exceptional organizational skills and attention to detail
- Strong communication skills and ability to work across departments
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
Preferred Qualifications:
- Experience in food manufacturing or distribution
- Knowledge of food safety standards and regulatory documentation
- Bilingual English/Spanish is a plus
PLEASE NOTE
- 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
- The description of this position is subject to change based on the necessities of the business
