Business Services Administrative Assistant

Position Summary

The Business Services Administrative Assistant provides administrative and operational support to Food With Care, with a primary focus on maintaining accurate product, labeling, nutritional, allergen, menu, and supplier information. The position works closely with Culinary, Dietary, Procurement, Production, Operations, and Business Development to support product updates, documentation, inventory activities, and business initiatives.

The ideal candidate is highly organized, detail-oriented, comfortable working with large amounts of product and regulatory information, and able to manage multiple priorities while maintaining a high level of accuracy.

Key Responsibilities

Product, Labeling & Compliance

• Coordinate label reviews and maintain accurate ingredient, allergen, nutritional, storage, and product information.
• Maintain product databases and documentation received from suppliers and manufacturers.
• Use labeling and product information systems, including GAIA and Clarisoft, to manage records and workflows.
• Identify discrepancies and coordinate with appropriate departments to obtain missing or corrected information.
• Support product recalls, incident documentation, new product launches, supplier changes, and related compliance activities.
• Maintain SOPs and work instructions related to labeling and product information.

Menu & Website Administration

• Coordinate new menu and product information, including nutritional and allergen data.
• Maintain and update approved menu and product information on the FWC website and other platforms.
• Work with Culinary, Dietary, and Operations to ensure information is accurate and current.

Procurement & Inventory Support

• Assist the Purchasing Manager with inventory activities and supplier documentation.
• Maintain accurate supplier and product records and assist with product substitutions and supplier changes.

Business Development & Administrative Support

• Support Business Development with product information, samples, presentations, marketing materials, trade shows, and customer initiatives.
• Provide administrative support for special projects and cross-functional initiatives.
• Maintain organized electronic files and records and perform other administrative duties as assigned.

Qualifications & Requirements

• High school diploma or equivalent required; associate degree preferred.
• 2 years of administrative, foodservice, operations, compliance, purchasing, or related experience preferred.
• Proficiency with Microsoft Office, including Excel, Word, PowerPoint, SharePoint, and Teams.
• Strong attention to detail, organization, and documentation skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to interpret and follow policies, procedures, and regulatory requirements.
• Experience with food labeling, nutritional information, or product documentation preferred.
• Bilingual English/Spanish preferred.

Travel

• May require up to 10% travel for vendor meetings, trade shows, training, and business events.

Physical Requirements

• Ability to walk through production, warehouse, kitchen, and office areas.
• Ability to sit and work at a computer for extended periods.
• Ability to occasionally lift up to 35 pounds.
• Ability to work in food production and operational environments, including hot and cold environments and refrigerated/freezer areas, for purposes such as verifying product labels and food product information.

Food With Care is a drug-free workplace. Employment may be contingent upon successful completion of a pre-employment drug screening, in accordance with applicable laws. Food With Care is an Equal Opportunity Employer and complies with all applicable federal, state, and local employment laws. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Disclaimer

This job description describes the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on the needs of Food With Care.