Admin Coordinator

JOB DESCRIPTION

Job Title

ADMIN COORDINATOR

Department

HR

Reports To

Department Manager and Supervisor

FLSA Status
Non-Exempt

Employment Type

Full-Time

Position Summary

The Administrative Assistant is responsible for providing administrative, clerical, and organizational support to assigned departments. This position assists with daily office operations by maintaining records, preparing documents, coordinating communications, scheduling meetings, and supporting departmental projects. The Administrative Assistant serves as a professional representative of the Company and is expected to maintain confidentiality, accuracy, and efficiency while supporting business objectives and complying with Company policies and procedures.

Essential Functions

• Provide administrative support to managers, supervisors, and department personnel.
• Answer, screen, and direct incoming telephone calls and visitors in a professional and courteous manner.
• Prepare, proofread, edit, and distribute correspondence, reports, spreadsheets, presentations, and other business documents.
• Maintain organized electronic and paper filing systems.
• Enter, update, and maintain accurate information in Company databases, spreadsheets, and software applications.
• Schedule meetings, appointments, and conference calls.
• Coordinate meeting logistics, including room reservations and preparation of meeting materials.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with maintaining department records, logs, reports, and documentation.
• Order, track, and maintain office supplies and inventory as needed.
• Assist with data collection, reporting, and recordkeeping activities.
• Maintain confidentiality of employee, customer, vendor, and Company information.
• Communicate effectively with employees, vendors, customers, and visitors.
• Assist with special projects and departmental initiatives as assigned.
• Maintain regular and reliable attendance.
• Comply with all Company policies, procedures, safety requirements, and applicable workplace standards.
• Assist with the planning, coordination, and execution of Company events, meetings, employee celebrations, luncheons, and other special functions, including coordinating vendors, supplies, materials, setup, and event logistics as assigned.
• Perform other duties, responsibilities, projects, and assignments as directed by management, whether or not specifically described in this job description.

The duties and responsibilities listed in this job description are representative of the nature and level of work assigned and are not intended to be an exhaustive list of all duties, responsibilities, and qualifications required of the position.

Qualifications

Education and Experience

• High school diploma or GED required.
• Associate degree in Business Administration, Office Administration, Human Resources, or a related field preferred.
• One to three years of administrative, clerical, customer service, or office support experience preferred.
• Experience in a manufacturing, agricultural, food processing, or industrial environment is preferred.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Must be bilingual in English and Spanish.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to prioritize multiple assignments and meet deadlines.
• Ability to work independently and as part of a team.
• Ability to interact professionally with individuals at all levels of the organization.
• Ability to learn and utilize Company software and systems.
• Ability to adapt to changing priorities and business needs.

Work Environment

• Professional office environment.
• Frequent interaction with employees, visitors, vendors, and customers.
• Regular use of computers, telephones, copiers, printers, and other standard office equipment.
• May occasionally visit production, warehouse, or operational areas.
• May be exposed to varying noise levels, temperatures, dust, and other conditions associated with a manufacturing environment.

Physical Demands / ADA Functional Analysis Chart

Frequency Definitions

• Occasionally: Up to 33% of the workday
• Frequently: 34% to 66% of the workday
• Constantly: 67% to 100% of the workday

Reasonable Accommodation Statement

Primex Farms, LLC complies with the Americans with Disabilities Act (ADA), the California Fair Employment and Housing Act (FEHA), and all applicable state and federal laws. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position unless doing so would create an undue hardship. The Company engages in a timely, good-faith interactive process regarding accommodation requests.

Equal Employment Opportunity Statement

Primex Farms, LLC is an Equal Opportunity Employer and considers applicants for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other protected characteristic under applicable law.