Overview
We are seeking a highly organized and proactive Office Manager to oversee the daily operations of our office. The ideal candidate will possess strong leadership skills and a background in administrative functions, ensuring that our office runs smoothly and efficiently. This role requires excellent communication and organizational abilities, as well as experience in managing various office tasks including bookkeeping, payroll, and vendor management.
Responsibilities
- Manage day-to-day office operations, ensuring efficiency and effectiveness in all processes
- Supervise and train administrative staff, fostering a collaborative team environment
- Oversee schedule management, including calendar coordination for meetings and events
- Handle bookkeeping tasks, including budgeting and payroll processing
- Maintain accurate filing systems and manage clerical duties to support office functions
- Plan and coordinate the trucking (shipping and deliveries) with production and sales, ensuring all logistics are handled professionally and timely...
- Manage vendor relationships to ensure quality service delivery and cost-effectiveness
- Provide support in human resources functions, including employee onboarding and training & development
- Utilize QuickBooks for financial tracking and reporting purposes
- Maintain front desk operations, including managing multi-line phone systems.
Requirements
- Proven experience in office management or a similar administrative role
- Strong organizational skills with the ability to prioritize tasks effectively
- Excellent communication skills, both verbal and written
- Experience with event planning and coordinating logistics for meetings or company gatherings
- Familiarity with QuickBooks or similar accounting software is preferred
- Background in food safety and HACCP or SQF is helpful
- Ability to manage schedules effectively while maintaining attention to detail
- Experience in supervising teams and fostering a positive work environment
- Proficient in clerical tasks such as filing, calendar management, and general administrative duties
We invite qualified candidates who are passionate about office management to apply for this exciting opportunity. Join our team and contribute to creating an organized and efficient workplace!
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Below is listed a more specific list of some of the duties that are involved in the position.
Job Details:
Job Description
You will have to wear several hats and be able to manage your time to work with the different people in the office. We are looking for some one who can be reliable, trustworthy, loyal and keep tabs on the managers and tasks that need to be done and to help prioritize them. Your first priority is to assist NWTC President and the SQF Manager.
Skills needed:
Knowledge and proficiency in:
Microsoft Office suite
Word, Excel, One Note, Power point Etc…
Information systems
(spreadsheets, reports)
*Photoshop or like program
*Video editing
QuickBooks
Invoicing and payroll
Food Safety HACCP Basic Certification
Will be trained in Time Clock Plus and Harvest Point
Language: English proficiency (Required), bilingual (Spanish) - preferred…
Responsibilities include:
Organization:
· Take phone calls
· Emailing
· Certificate of Analysis
· Grower Summaries and payments
· Manage incoming and out going trucking.
· Ensure appropriate documentation/forms are being used for each process and that they are getting completely filled out and verified before they are filed.
· You will be part of the NWTC Management team. Take minutes at all staff meetings and management meetings
· You'll work with Management to update and organize HACCP and SQF policies and forms Annually. (You'll be part of the HACCP Team)
· Paperwork- insure all records verified and validated. All documents updated at least annually. Manage corrective actions and assignments, keep track of all trends and analysis
- Oversee that all documents are filled appropriately and secured as necessary...
- Help to submit purchase orders for for office supplies, production materials/supplies to maintain inventory...
-Help between the three companies as appropriate with RHFF office staff. NWTC, RHFF, RHFF Land
Time management:
- Need to be able to manage your time (to be self motivated) to ensure tasks are completed timely and efficiently.
Crisis management skills needed during NWTC operation.
Human resources
- Hiring - take and fill out applications. Ensure sufficient staffing at all times (particularly for NWTC) …
- Training – Organize training day, update training video, help to see that all other trainings are completed as necessary including: “SOP”, and “weekly refresher”, same day or the initial “orientation” trainings when hiring new personnel. Help to train key positions/inspectors.
- Paperwork- insure all records are verified and validated. All documents updated at least annually.
- Help with corrective actions and assignments, keep track of all trends and analysis.
- Oversee and train other office staff for NWTC during Harvest.
- Print new ID badges for employees
- Help fill out and deal with L&I issues and claims or other worker related issues…
- Direct disgruntled employees or complaints to the appropriate manager…
Managing Finances (under the direction of the CFO)
- Transferring money
- Managing accounts
- Paying bills
- Categorizing purchases
- Pay taxes. (Quarterly, monthly B&0, Annually, and W-2’s and 1099’s)
- Renewing business licenses…
- Purchasing office supplies
- Manage supply inventory (excluding main production items) order supplies for the office and NWTC Harvest as needed.
Payroll
- QuickBooks
- Reports
- Profit and loss
- Manage the time clock and reporting systems
Invoicing:
- Making sure customers are invoiced
- Entering payments in quick books once received…
Food Safety:
SQF and HACCP Team member
- SQF and HACCP Training will be provided
- Help to write and implement programs.
- Manage the office during cherry harvest.
- Verify all documentation once complete.
- Send and receive appropriate COA’s and audit reports to clients.
- File and organize all documentation.
- Help with the annual reviews and updates of the programs.
Sales:
- If your schedule allows: aid in following up with the current and or new marketing and sales calls…
- Contacting local stores/processors to get create new partnerships and sell more product.
Technology:
- Keep office systems, computers, software programs up to date. And sufficient for the needs of the office…
Investigate and resolve computer issues or connectivity problems as they arise.
Data analysis
- Aid in the collection of data for product/production cost analysis
- Report on current projects, projected expenditures, timelines, and needs to direct supervisor (As needed)
Misc.
- To help on certain pie, salsa, and other jam or syrup days as needed…
- Create solutions to problems as they arise.
- Keep work space and office clean and presentable.
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Benefits:
Application Question(s):
- Please elaborate... In Microsoft office how comfortable are you with Excel and using spread sheets for data analytics, payroll, and or creating and updating forms?
- Please elaborate... How much experience do you have with QuickBooks? For categorizing bills/payments, payroll, Invoicing, quarterly taxes, or data analytics for profit and loss reports?
Have you had any experience with the following programs?
-- Harvest Point?
-- Field Clock?
-- Adobe?
-- Canva?
-- Photoshop?
-- Illustrator?
-- Bar Tender?
- Please elaborate... Have ever been part of a food safety team or involved with the writing or implementing of a food safety program such as HACCP, FSMA, or SQF?
If not are you willing to learn?
- We are a family business and very much like to be involved an support our community. Please take a minute to tell us more about you, your personality, and your family.
- What are you passionate about?
What is your greatest motivation to come to work every day?
- Why do you want to work for "Rowley and Hawkins Fruit Farms"?
What do you foresee as being one of the hardest adjustments or greatest challenge to be successful in this new position?
- At this job you will never have a dull moment and often need to do multiple things at the dame time... How do you manage that? What little tricks have you found helpful to keep your self organized and prioritize the tasks for the day?
Please provide an example or an experience in which you have had to work under pressure, and how you handled that.
- Why did you leave your last job, or why are you looking to find a new one?
Have you ever been fired from job before? (if yes, please explain)
What would your previous boss say about you?
Could you provide or list a couple references below ? _____________
__________________, ________________
- If you had to pick your favorite fruit - What would it be and why?
Experience:
- Office management: 3 years (Required)
- Microsoft Office: 2 years (Required)
- Food safety: 1 year (Preferred)
- QuickBooks: 2 years (Required)
Ability to Commute:
- Mesa, WA 99343 (Required)
Work Location: In person
