Remote Operations & Administrative Coordinator

Job Description

Job Description

Position Summary

Provides remote executive, operational, regulatory, human resources, document management, technology, and website support for VBN and RnM. Organizes company information, coordinates communications, maintains compliance records, and completes assigned projects accurately and on time under management direction.

Executive & Administrative Support — 20%

• Monitor assigned inboxes; prioritize messages, draft responses, and escalate urgent matters.

• Manage calendars, reminders, task lists, meetings, and follow-up communications.

• Prepare letters, reports, spreadsheets, forms, and business correspondence; provide weekly status updates.

Regulatory & Compliance Support — 25%

• Track permits, licenses, registrations, renewals, and regulatory deadlines.

• Prepare documentation for management review related to FDA, state feed requirements, OSHA, EPA, and applicable programs.

• Maintain SOPs, training and inspection records, audit files, and corrective-action trackers; flag deficiencies promptly.

SharePoint & Document Management — 20%

• Organize SharePoint sites, document libraries, folders, permissions requests, and searchable records.

• Apply approved file naming, version control, templates, archiving, and retention practices.

• Coordinate scanned documents with Sharon; identify missing, duplicate, and outdated records.

IT & Technology Coordination — 15%

• Coordinate employee phone, computer, Outlook, Teams, SharePoint, RingCentral, and Keeper setup.

• Support routine troubleshooting, onboarding/offboarding checklists, licenses, and equipment inventory.

• Guide Sharon through physical device setup remotely and escalate advanced issues to authorized IT providers.

HR & Document Preparation — 10%

• Draft and post approved job advertisements; prepare job descriptions, interview forms, onboarding packets, and employee communications.

• Coordinate applicants, interview scheduling, training records, and confidential HR files.

Website & Digital Communications — 5%

• Update company websites with approved content, product details, contact information, and documents.

• Identify broken links, outdated pages, and issues requiring a website vendor.

General Operations Support — 5%

• Maintain project trackers and assist with vendor, contract, insurance, and administrative records.

• Coordinate requests among management, Sharon, and bookkeeping; complete related assigned duties.

Work Schedule, Travel & Timekeeping

• Regular hours are Monday through Friday, 8:30 a.m. to 5:30 p.m., including a duty-free, unpaid lunch from 12:30 p.m. to 1:30 p.m. (eight paid hours daily; 40 weekly).

• Remain reachable by phone, email, and Microsoft Teams during scheduled working hours, excluding lunch.

• Occasional business travel may be required for meetings, training, and operations. At least seven calendar days’ advance notice will be provided, except by mutual agreement.

• Accurately record all time worked, including compensable travel and work performed outside scheduled hours. Overtime requires prior approval and is paid as required by law.

Qualifications

Strong organization, written communication, confidentiality, and independent follow-through; proficiency with Microsoft 365, Outlook, Word, Excel, Teams, and SharePoint. Familiarity with websites, basic IT support, HR administration, regulatory records, and agricultural/manufacturing operations preferred. Reliable internet and availability for remote meetings required.

Authority & Limitations

May perform approved administrative tasks and routine technology coordination. Management approval is required for regulatory filings or certifications, contracts, expenditures, hiring or compensation decisions, sensitive account permissions, and material external or public communications. No independent payment or legal decision-making authority.

Performance Expectations

Review assigned communications daily; maintain accurate SharePoint and regulatory trackers; meet deadlines; prepare professional HR documents; promptly address or escalate IT issues; publish only approved website updates; and submit weekly progress and outstanding-item reports to Michele.

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