Administrative Coordinator

Who We Are

At West Pak, being a family owned and operated company means, among other things, respect, integrity, support, and commitment to excellence. Our dedication starts with how we respect the land and the people who work it and carries over into the way in which we conduct all business. This same thoughtful care goes into how we handle our precious cargo. Our avocados are harvested at exactly the right time, packed to perfection, and delivered fresh for enjoyment worldwide.

Over the years, as West Pak’s relationships and reputation grew, operations increased with larger facilities and extended distribution. Our company has since grown to 6 distribution facilities exceeding 300,000-square-feet across the United States and Mexico. Today, West Pak avocados are sourced from over 1,000 growers owning over 65,000 acres across California, Mexico, Colombia, Chile, and Peru. Current distribution includes 350 customers throughout the United States, Canada, Mexico, Japan, China, South Korea, Hong Kong, and the Middle East.

Primary Duties & Responsibilities:

The Administrative Coordinator provides executive support to the Director of Operations (D.O.O.) and Vice President of Operations (V.P.O.) while assisting in data entry, scheduling, purchasing, and project documentation. This role ensures smooth daily operations by managing administrative tasks, organizing key meetings, and maintaining operational records.

Executive Support & Expense Management

• Serve as the primary administrative support for the Director of Operations and Vice President of Operations.
• Handle expense reporting and tracking for the D.O.O. and V.P.O.
• Organize meetings, service work, and appointments for internal teams and external vendors.
• Maintain and update calendars, schedules, travel arrangements, and availability tracking for the executive team.

Purchasing & Vendor Coordination (Support Role Only)

• Enter Purchase Orders (P.O.s) in coordination with the Purchasing team.
• Assist in ordering supplies and materials for the Maintenance team (but does not research vendors or negotiate pricing).
• Maintain basic records of vendor transactions for tracking purposes.

Data Entry & KPI Tracking (Support Role Only)

• Enter provided data into Excel spreadsheets and tracking systems (but does not create or generate data).
• Assist in compiling KPI reports using pre-set templates and automated data pulls.
• Ensure accurate record-keeping and document organization for operational metrics.

Project Coordination (Support Role Only)

• Assist in special projects by handling documentation, scheduling, and status updates.
• Draft and release memos, notes, and updates to relevant teams regarding ongoing projects.
• Ensure smooth coordination between Operations, Sales, Logistics, and Supply Chain teams.

Administrative Tasks

• Manage and organize filing systems for operational and purchasing records.
• Act as the point of contact for vendors, internal teams, and external clients regarding administrative matters.
• Assist in preparing and distributing reports, correspondence, and documentation.
• Perform general administrative duties to support the Operations team.

All other duties as assigned.

Education & Experience:

• High School Diploma or equivalent (AA Degree preferred).
• Minimum 2 years of administrative experience in a fast-paced environment.
• Experience in expense tracking, scheduling, or data entry is a plus.

Skills:

• Bilingual - English / Spanish, preferred but not required
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Strong organizational skills with the ability to multi-task
• Proficiency in Microsoft: Word, Excel, Outlook, PowerPoint
• Has developed skills in a range of processes or procedures to carry out assigned tasks
• Strong effective communication skills
• Ability to work independently and handle confidential information professionally
• Able to work effectively with other employees, supervisors, managers, and external parties
• Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information

Working Hours

• Standard Hours: M-F 7:30am - 4:00pm
• Ability to work overtime or weekends may be required based on workload

Pay Rate

The base pay we reasonably expect to pay for this role is: $19.00/hour to $22.00/hour.

The actual pay for this role will be determined by a variety of factors, including but not limited to the candidate’s skills and experience.

Please note that base pay is one important aspect of a compelling Total Rewards package. The base pay range indicated here does not include any additional benefits or cash bonuses that you may be eligible for based on your role and/or employment type.

Physical Requirements/Working Conditions

While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds, with or without assistance. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk, and hear.