Administrative Assistant

Description

We are a global leader in food & beverage ingredients. Pioneers at heart, we operate at the forefront of consumer trends to provide food & beverage manufacturers with products and ingredients that will delight their consumers. Making a positive impact on people and planet is all part of the delight. With a deep-rooted presence in the countries where our ingredients are grown, we are closer to farmers, enabling better quality, and more reliable, traceable and transparent supply. Supplying products and ingredients at scale is just the start. We add value through our unique, complementary portfolio of natural, delicious and nutritious products. With our fresh thinking, we help our customers unleash the sensory and functional attributes of cocoa, coffee, dairy, nuts and spices so they can create naturally good food & beverage products that meet consumer expectations. And whoever we’re with, whatever we’re doing, we always make it real.

Position Summary

Reporting to the Operations Manager, the Administrative Assistant will support the business to present a professional and organized work environment to the employees and business visitors. This position will be the first point of contact and will also provide administrative support to the Production Manager.

The ideal candidate for this position will be high energy with an engaging and approachable demeanor. This individual should have the ability to operate with a high level of autonomy to work effectively in a high demand environment with many competing demands and priorities. An individual who is outgoing, hard-working, and detail oriented will do well in this position.

Position Responsibilities

• Provide professional, courteous and timely support to visitors and customers.
• Support general administrative requirements by preparing communications, welcoming visitors, directing calls, and keeping accurate and updated records.
• Answer calls and direct inquiries to the appropriate staff member. Maintain the company directories.
• Enter production, receipts and shipments into customer cycle count reports.
• Enter production data into ERP system.
• Maintain and organize related production paperwork.
• Input Sales orders.
• Respond to customer emails and enquiries.
• Create and maintain various business databases.
• Work with Plant management to coordinate purchase requisitions. Ensure invoices for goods/services are entered timely into ERP system.
• Manage all incoming and outgoing mail.
• Ensure office maintenance is completed in an appropriate timeline, including ordering, stocking, cleaning, and organizing.
• Administer meeting room services including room set-up, ordering, set-up and clean-up of refreshments and meals.
• Assist with managing spare parts ordering and inventory. Review and code invoices for proper payment.
• Provide assistance to teams to plan, organize, and coordinate Company events.
• Update team materials, policies and forms.
• Provide support on employee engagement initiatives and events.
• Distribute communication materials including onboarding and promotional announcements.
• Assist in the onboarding preparation for employee’s equipment and workspace.
• Perform other duties as assigned.
  
  

Position Requirements

• High school diploma is required. Some college is preferred.
• Minium two (2) years office administration or related experience is required.
• Valid drivers’ license with a clean driving record is required.
• Strong communication skills, both verbal and written are required. Bilingual English and Spanish is a plus.
• Strong customer service orientation with great people skills will be required.
• Strong understanding of computer systems and applications including Microsoft Office Suite is required. Previous experience with ERP systems is a plus.
• Proven ability to handle multiple competing demands while ensuring deadlines are met is required. Excellent organization skills are required.
• Demonstrated initiative is required.
  
  

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

ofi provides equality of opportunity for all persons with respect to hiring without discrimination on the grounds of race, color, religion, national origin, sex, pregnancy, age, disability, veteran status, or sexual orientation. All employment will be decided on the basis of qualifications, merit and business need. If you need assistance or an accommodation due to a disability, you may contact us for support at: [email protected]

At ofi, we celebrate our diversity. Olam Americas LLC is proud to be an equal opportunity workplace.