Admin Assistant

Job Description 

The Administrative Assistant will handle a moderate amount of inbound calls, build on our strong relationships with current customers and vendors, as well as giving a great first impression to anyone new to the company. This position supports our company departments: Purchasing, Accounting, Production, Quality Assurance Maintenance, Warehouse. The position requires excellent communication skills, multi-task and data-entry.   

Essential Responsibilities: 

• Ability to clearly assess a situation and initiative to improve the customer experience 

• Telephone functionality, etiquette and interaction skills and above standard oral and written communication abilities and effective conflict management and problem resolution. Pleasantly greeting/meeting visitors, reporting any suspicious activities. 

• Receive and respond to incoming telephone calls for customer support to identify the type of inquiry or concern and provide customers with product and/or service information as needed 

• Research and acquire important information when following up with a customer inquiry that could not be given immediate resolution 

• Assist in identifying and tracking trends that impact daily operations and/or potentially improve the overall level of customer service 

• Ensure orders are processed in a timely manner and that order confirmations are returned within 24 hrs. of receipt of order or the Customer is contacted with an explanation. 

• Assist in preparing weekly production/order shipping spreadsheet. Coordinate to ensure all orders are fulfilled 100%. 

• Set up outbound shipments with 3rd party logistics suppliers. Coordinate shipments with in a way to achieve on-time delivery as well as minimize freight costs 

• Be a member of Product Recall Team. Know how to trace forward shipments to customers 

• Track product inventory on daily bases and update production in timely manners 

• Implement and monitor programs as directed by management, and see the programs to completion 

• Scan bills and upload on team site 

• Tracks purchase orders, confirm lead times, delivery dates, and update online 

• Serve as the liaison among departments, communicating needs and concerns so they can be handled expeditiously 

• Participate in the Quality System implementation and cooperates with SQF Practitioner 

• Report food safety and quality problems to personnel with the authority to initiate actions.  

• Other duties and responsibilities as assigned 

Requirements 

• High School diploma or equivalent. Bachelor’s degree preferred. 

• 2 years administrative experience. 

• Proficient in Microsoft Office applications and web-based applications ERP and EDI. 

• Ability to write, speak and interact clearly and professionally. Bi-lingual English and Spanish proficient. 

• Extremely organized. Strong multitasking, attention to detail and time-management skills. 

• Can handle sensitive information with the highest degree of integrity and confidentiality.