Administrative Assistant

Job Description

Job Description

Description:

Job Title: Administrative Assistant

Exempt Status : Non Exempt

Employment Type : Full Time

Department : Administration

Reports To : Operations Partner / General Manager

Schedule: Mon - Fri 8:00am - 5:00 pm

Pay Rate: $28.00 -$32.00/hr (DOE)

Summary of Position:

The Administrative Assistant plays a key role in supporting operations, accounting, and customer service through accurate data management and cross-departmental coordination. This position requires strong ERP experience, preferably with BatchMaster, and a solid understanding of sales order processing, accounts payable (AP), and accounts receivable (AR). The ideal candidate will be organized, efficient, and able to thrive in a fast-paced food manufacturing environment.

Key Responsibilities:

ERP & Order Processing:

· Accurately enter and manage customer sales orders, purchase orders, and work orders in BatchMaster ERP

· Track order status and coordinate with production, inventory, and shipping teams to ensure timely fulfillment

· Generate and distribute customer invoices, order confirmations, and bill of ladings

· Maintain item master data and assist with ERP report generation

Accounts Payable / Receivable:

· Process vendor invoices and route for approval in accordance with internal procedures

· Generate customer invoices and distribute through the assigned channels

· Assist with account reconciliations and follow up on outstanding receivables

Administrative Support:

· Maintain organized filing systems for documentation including production logs, QA/QC files, and compliance records.

· Support audits, inspections, and compliance processes (e.g., SQF, HACCP, FDA/USDA)

· Order and track office and facility supplies

· Schedule meetings, coordinate travel arrangements, and support internal communications

· Assist with onboarding and employee administrative documentation

Qualifications:

· High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred

· Minimum 2 years of experience in an administrative support role, ideally within manufacturing or distribution

· Prior experience with BatchMaster ERP or comparable manufacturing/inventory systems is strongly preferred

· Proficient in Microsoft Office/Google Suite.

· Familiarity with basic bookkeeping, AP/AR processes, and inventory tracking

· Exceptional organizational skills and attention to detail

· Strong communication skills and ability to work across departments

· Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Preferred Qualifications:

· Experience in food manufacturing or distribution

· Knowledge of food safety standards and regulatory documentation

· Bilingual English/Spanish is a plus

PLEASE NOTE

· The Company will provide reasonable accommodations to enable otherwise qualified individuals with disabilities to perform the essential physical and/or mental functions of this position

· The description of this position is subject to change based on the necessities of the business