Administrative Assistant ll

Job Description

Job Description

Job Title: Administrative Assistant llDepartment: Administrative
Location: Hughson, CA
Full/Part-Time: Full TimeRegular/Temporary: Regular
FLSA Status: Hourly (Non-Exempt)Shift: DaySalary Range: $21.60 to $29.00 per hour.
SUMMARY
Reporting to the Office Manager, the Administrative Assistant ll will provide comprehensive administrative, clerical, and operational support to department managers, logistics coordinators, and customer service teams. The ideal candidate possesses strong organizational skills, independent problem-solving abilities, and a solid understanding of office operations within a fast-paced distribution or agribusiness environment.

ESSENTIAL FUNCTIONS
Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Function as a highly adaptable floating desk professional, seamlessly transitioning between multiple positions and responsibilities throughout the day. Support customer service, dispatch, logistics, inventory, vendor relations, and administrative operations. Adapt quickly to changing priorities in a fast-paced environment where no two days are the same, providing coverage and support wherever operational needs are greatest.
• Work a flexible, fast-paced schedule from 6:00 a.m. to 5:00 p.m. , ensuring continuous operational support throughout the production and delivery cycle.
• Process high-volume customer orders for bulk feed, bagged feed, commodities (corn, soybean meal, etc.), and specialty product lines, including OrganIQ® certified organic products.
• Maintain accurate customer records, pricing structures, delivery instructions, and account information within the ERP system.
• Collaborate with Dispatch, Feed Mill Managers, and Sales Representatives to coordinate production schedules and meet customer delivery requirements.
• Resolve order discrepancies, delivery changes, and shipping delays by proactively identifying solutions and communicating effectively with customers.
• Research and resolve billing discrepancies by issuing credits, debits, and rebills as needed, coordinating with Sales, Customer Service, and Accounting to ensure timely and accurate account corrections
• Assist the logistics and warehouse teams by preparing, organizing, and filing Bills of Lading (BOLs), scale tickets, and delivery manifests.
• Act as a point of contact for external vendors and suppliers. Verify purchase orders, cross-reference invoices, and resolve minor billing discrepancies before routing to Accounts Payable.
• Monitor and order office and facility supplies, ensuring cost-effectiveness and zero downtime for the administrative and plant teams.
• Greet visiting clients, nutritionists, and vendors with a professional demeanor.
• Answer incoming calls and triage complex customer requests or order changes, routing them to the appropriate account manager or logistics coordinator.

ADDITIONAL RESPONSIBILITIES

• Perform related duties and/or special projects as assigned

QUALIFICATIONS

Skills & Competencies:

• Principles of customer service
• Basic mathematics
• Modern office methods, practices, procedures and equipment
• 10-key proficiency; good data entry skills
• Computer proficiency includes Word, Excel, Outlook
• SAP experience

Ability to:

• Perform procedures in an organized and accurate manner; meet deadlines regularly
• Build and maintain positive working relationships with co-workers and customers
• Operate a computer for a variety of applications
• Communicate effectively with all levels of staff and outside customers
• Work independently with minimal supervision
• Problem solve and research issues
• Take and follow directions to stay on task in a fast-paced environment while maintaining tact and composure

Experience and Training Guidelines:

• High School Diploma or GED equivalent (Associate degree in Business Administration or Agriculture is a plus).
• 4 years of progressive administrative or clerical experience, ideally within a manufacturing, logistics, warehousing, or agricultural setting.

SPECIAL DEMANDS

Physical requirements

• Frequent use of keyboard
• Frequent sitting for long periods of time
• Occasional bending or squatting
• Frequent decision-making and concentration
• Frequent exposure to noise
• Frequent reading and close-up work

Working conditions

• Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment.

Note: Job descriptions are not intended to reflect all duties performed within the job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Our company is an equal opportunity employer committed to non-discriminatory employment practices abiding by the regulations as outlined by the EEOC. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

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