Administrative Assistant

Administrative Assistant

We are looking for a reliable and detail-oriented Administrative Assistant to support daily office operations and customer service. This role requires strong organization, communication skills, and flexibility to work in both office and warehouse environments.

Essential Duties and Responsibilities:

• Perform general office duties, including:
• Greeting visitors
• Manage incoming calls, emails, packages and direct inquiries appropriately
• Copying, printing, scanning, and distributing documents across departments
• Filing, recordkeeping, and data entry
• Posting memos and schedules
• Utilize computer systems and navigate multiple software programs (training provided).
• Provide administrative support to office staff and supervisors, maintain flexibility by supporting both warehouse and office operations as needed.
• Communicate effectively across departments via email, in person, and radio (walkie-talkie).
• Audit lot code documentation for compliance.
• Assist employees with basic inquiries including Direct Deposit, PPE issuance & message routing.
• Train employees on the company's timekeeping systems (iSolved) and provide ongoing support.
• Generate and print UPS shipping labels; process time-sensitive mail and sample shipments.
• Monitor Linen inventory and verify accuracy.
• Process customer orders via phone and email; ensuring accuracy, completion and customer satisfaction.
• Resolve product and service issues, communicate shortages and special requests and assign using FIFO (First-In, First-Out) inventory methods.
• Process payments, including credit card transactions and checks.
• Run daily production reports.
• Assist customers with navigating the online ordering portal including maintaining customer data, order guides, contact information, and pricing structures.
• Collaborate with VP of Sales, delivery drivers, and shipping teams to ensure efficient order fulfillment.
• Develop knowledge of product offerings to recommend suitable substitutions or alternatives.
• Ensure compliance with OSHA and SDS standards.
• Perform other duties as assigned, including but not limited to supporting seasonal and miscellaneous administrative tasks.

Communications:

• Informs Supervisor of known or anticipated problems in a proper manner and timely basis.
• Maintains good working relationships with company employees and coworkers.
• Communicates with department staff in a clear and timely manner to maximize productivity.
• Acts as a problem solver and a team player.
• Demonstrates excellent communication skills.
• Demonstrates excellent customer service.

Personal Growth:

• Exercises tact and discretion in interpersonal contacts.
• Respects confidentiality of privileged information and supports Company values.
• Demonstrates commitment to continued personal and professional growth and development.
• Shows capability of working and learning about other areas within the organization.
• Actively participates in safety meetings.

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 (Occasionally 1-33%; Frequently 34-66%). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to use hands and arms and required to talk and hear, the employee is required to stand, walk, kneel, bend, stoop, twist, reach, climb, lift and crouch occasionally.
• Must be able to grasp, push and pull frequently.
• Must be able to occasionally lift up to 50 pounds.
• Able to work in the warehouse and comply with PPE (hairnet, beard net, safety glasses, etc.).

Requisite Skills/Qualifications:

Education: High school diploma or equivalent

Previous Experience, Certificates, License and Skills: 1 year experience in office administration

• Ability to read and write English; bilingual is a plus.
• Ability to work independently or in a team setting.
• Ability to follow simple instructions and rules.
• Self-starter, self-motivated and able to think on their feet.
• Ability to focus on both small and significant aspects of a task to ensure accuracy, precision, and high-quality work.
• Ability to work under a timeline and meet timeline deadlines.
• Ability to perform simple mathematical calculations.
• Ability to multi-task.
• Knowledge and understanding of all Good Manufacturing Practices (GMP).
• Good hygiene and cleanliness.
• Ability to work scheduled and unscheduled hours.
• Ability to work weekends and holidays.
• Regular and predictable attendance and punctuality.

Disclaimer: This job description is not intended to be a complete or comprehensive list of all duties, responsibilities, or activities associated with the position. Duties, responsibilities, and activities may change at any time, with or without notice.

Max's Bakery is an Equal Opportunity Employer.