Administrative Assistant

Job Description

Job Description

Benefits:

• Company parties
• Free food & snacks
• Opportunity for advancement

Department: Operations
Reports To: Operations Manager
Hours: 7:00 am to 2:00 pm

Position Summary

The Administrative Assistant (Operations) provides administrative and operational support to the Operations Manager while coordinating daily production activities for the Prep Team. This position is responsible for maintaining operational documentation, monitoring inventory, supporting regulatory compliance, preparing reports, and ensuring production records are complete and accurate. The Administrative Assistant serves as a key liaison between kitchen production, purchasing, inventory, quality assurance, and management to support the efficient preparation and delivery of meals to schools, senior nutrition programs, and other catering clients.

Essential Duties and Responsibilities

Administrative Support

• Provide daily administrative support to the Operations Manager.
• Prepare, organize, and maintain production schedules, reports, logs, and operational records.
• Create and distribute production worksheets, prep lists,  and inventory reports.
• Maintain employee schedules, attendance records, and departmental documentation.
• Prepare spreadsheets, reports, and data for management review.
• Assist with communication between Operations, Purchasing, Warehouse, and Production teams.

Production & Prep Team Coordination

• Coordinate daily activities of the Prep Team to ensure production schedules are met.
• Monitor workflow and communicate production priorities established by the Operations Manager.
• Verify prep sheets are completed accurately and on schedule.
• Assist with training new prep staff on company procedures and documentation.
• Monitor labor productivity and communicate staffing needs or production issues.

Inventory Control

• Monitor inventory levels of food products, packaging materials, and kitchen supplies.
• Conduct daily, weekly, and monthly inventory counts.
• Maintain accurate inventory records and investigate discrepancies.
• Coordinate product ordering requests with Purchasing.
• Monitor product rotation using FIFO (First In, First Out) procedures.
• Track waste, spoilage, and inventory variances.

Compliance & Quality Assurance

• Maintain documentation required for HACCP, USDA, FDA, state, and local health regulations.
• Ensure production records, temperature logs, sanitation logs, and receiving records are complete and accurate.
• Monitor compliance with food safety, sanitation, and quality assurance procedures.
• Assist during health inspections, client audits, and regulatory reviews.
• Maintain organized compliance files and operational documentation.
• Report food safety or compliance concerns to the Operations Manager immediately.

General Responsibilities

• Support continuous improvement initiatives within the Operations Department.
• Maintain confidentiality of company and employee information.
• Perform additional administrative and operational duties as assigned.