Office Administrator (part-time)

Amy's Office Administrator

At Amy's Kitchen, we're more than just a food company—we're a family-owned, proudly independent organic, and vegetarian food company on a mission. As a Certified B Corporation®, our purpose is clear: to make it simple and enjoyable for everyone to eat well.

We're committed to crafting authentic, mouthwatering dishes using only the finest organic ingredients sourced with care. From farm to table, we ensure top-notch quality in every bite, making healthy eating accessible and convenient for all. At Amy's, we're not just serving meals; we're serving up a taste of goodness, one delicious dish at a time.

Petaluma, CA Compensation range: $21.10 to $28.50

Schedule: Monday - Friday 9am - 1pm

This position does not qualify for benefits.

The Amy's Office Administrator is an extension of our company culture, core values and one of our most visible representatives of the Amy's brand. The position is accountable in all aspects of our Petaluma front office reception area, including warmly greeting visitors and directing them according to their needs while following our policies and practices. They handle general office duties including regular mail handling and distribution as needed, maintain office supplies, office access, processing packages for delivery, liaison for office machines and performing various other projects as assigned. Provide hospitality services for various meetings, and special events.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Model the ideal customer service through excellent communication, teamwork, and collaboration.
• Welcome visitors and employees upon their arrival, creating a positive and memorable experience.
• Manage external requests and inquiries, responding in line with company culture and guidelines and directing or escalating as appropriate. The Office Administrator will get a lot of different requests that can sometimes be challenging. The ideal candidate will have excellent people skills that can handle a variety of situations.
• Provide administrative and business operations support, including answering, screening, and directing calls on multi-line phone system in a courteous & professional manner.
• Collecting, date stamping and distributed mail as needed, as well as routing messages, emails, and faxes.
• Performing a variety of clerical duties for various departments as assigned.
• Create daily audit esthetic office checks in meeting rooms, front desk, and common employee areas.
• Manage room reservation postings and preparation of meeting rooms for key meetings.
• Helping guests with office technology.
• Create employee badges and timecards. Monitor quantity of cards on hand and order in advance of when needed.
• Provides access to buildings via employee badges.
• Follows proper mail handling requirements and/or distribution. Maintain adequate postage on postage meter.
• Daily process all special delivery letters, packages, etc. for UPS, FedEx, OHL, or other carriers.
• Maintain adequate stock of office supplies. Order and restock as needed.
• Maintain office machines (copiers, fax machines, shredders, etc.) in good working order. When service is needed, contact appropriate vendor or IT.
• Send out welcome packages to new hires and maintain count of inventory, ensuring enough products are always in stock.
• Other projects typically for Facilities and Events as assigned.

It is the responsibility of all employees to uphold the mission of the Amy's Food Safety and Quality Policy. This includes following all Food Safety and Sustainability programs and participating in all required training.

Qualifications

To perform this job successfully, an individual must be able to perform each of these essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Associate Degree preferred. Minimum of a High school diploma or general education degree (GED); or equivalent combination of education and experience.

Experience

A minimum of 2-3 years related experience and/or training.

Skills

• Relationship building and strong people skills: Ability to build and maintain relationships with a diversity of people is essential.
• An enthusiastic demeanor and engaging spirit that easily draws people in. No fear of engagement. Ability to create and maintain a welcoming, hospitable environment.
• Genuinely enjoys interacting with people and maintains a poised, positive, motivated, and professional demeanor.
• Energy and enthusiasm for people, with a passion for promoting and cultivating the Amy's culture.
• Is intuitive and has an initiative-taking approach to being of service and genuine concern for others.
• Excellent communication and writing skills: Strong listening skills, writing skills, and ability to work with different communication styles that furthers relationships and build confidence. Excellent phone rapport.
• Flexibility: Ability to adapt quickly to changing circumstances in a dynamic work environment. Ability to work independently or with teams (local and remote). Ability to work within changing priorities with enthusiasm.
• Critical thinking skills and resourcefulness: Ability to see everything as possible with the skills to solve problems.
• Organizational skills: Detail-oriented and well organized. Ability to multi-task and manage priorities and workflow.
• Motivation for continued learning and not afraid to ask questions.
• Computer skills: Microsoft Office software products (Word, Excel, PowerPoint, Teams, Outlook).
• Has a strong work ethic, good attendance and takes ownership of their work.

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to draft routine reports and correspondence.
• Ability to respond to common inquiries or complaints from customers or members of the business community.

Mathematical Skills

Basic skills, preferably some basic accounting skills.

Reasoning Ability

• Ability to apply common sense understanding to carry-out instructions given in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must regularly talk or listen. The employee often must sit and reach with hands and arms. The employee must occasionally stand; walk; use hands to finger, handle, or feel; and stoop, kneel, crouch, or crawl. The employee must often lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and color vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This position is not eligible for sponsorship.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.