What are the responsibilities and job description for the Administrative Assistant position at Rolling Hills Nut Company?
The Administrative Assistant plays a critical role in supporting the Operations and Quality teams by ensuring timely and accurate preparation of labels and lot sheets. This position is also responsible for managing front office operations, including handling interoffice and outgoing mail for all departments at Northside Food Company. Additionally, the role provides administrative support across departments, assisting with essential tasks to maintain smooth and efficient workflows.
What You Will Need
- High school diploma or at least 3 years of equivalent experience in a similar role.
- Advanced working knowledge of computers and common software programs, with the ability to learn new systems quickly.
- Must be fluent in reading, writing, and speaking both English and Spanish.
- Strong written and verbal communication skills, with demonstrated organizational abilities.
- Proven ability to work collaboratively in a team environment while maintaining professionalism.
- Attention to detail and accuracy in completing tasks.
- Must be available to work a full-time schedule, typically Monday through Friday from 8:00 AM to 5:00 PM (or an equivalent full-time schedule), with the flexibility to adjust hours as needed to meet production demands.
Responsibilities
- Collaborate with Sales and Customer Service to create new labels in the NiceLabel Program.
- Work closely with the Quality Assurance team to ensure all labels meet customers, company, and regulatory requirements.
- Coordinate with the Production team to ensure all labels are printed accurately and on time to meet production deadlines.
- Prepare and maintain all lot sheets required for production.
- Oversee front office operations, including greeting and checking in all visitors.
- Gather interoffice and outgoing mail to ensure timely and accurate delivery between departments.
- Scan and forward the necessary documentation for the Accounts Payable team daily, including invoices, packing slips, and work order documentation, at the time of receipt.
- Schedule and track all equipment calibrations for the year, maintaining the Equipment Calibration Register.
- Assist with sample shipments to customers, including preparing shipping labels and managing physical shipments.
- Support purchase order requests as needed.
- Maintain inventory and restock drinks and snacks in the front office and break room twice a month or as required.
- Perform other related tasks as assigned, providing support to various departments as needed.
- Coordinate and schedule necessary training sessions with internal departments.
- Responsible for weighing trucks in and out for shipping and receiving. Ensuring accurate documentation and compliance with company procedures.