Administrative Services Manager

Administrative Services & Support Manager – Colfax, WA

The McGregor Company serves growers in Washington, Idaho and Oregon with the seed, crop inputs, equipment, services, research, and advice needed to raise healthy, sustainable crops.

We are currently seeking a Manager, Administrative Services & Support to join our team in Colfax. Reporting to the GM of Finance, the Manager, Administrative Services & Support will be responsible for supporting this function of the organization.

Responsibilities:

Administrative & Executive Support

· Provide administrative assistance to the executive leadership team, ensuring timely and professional support across departments.

· Supervise one full-time Administrative Assistant, including workload management, task prioritization, training, and performance feedback to ensure high-quality, timely completion of assignments.

· Coordinate meeting logistics, prepare agendas, distribute materials, and manage catering and meal arrangements for internal and external meetings.

· Manage scheduling and setup for in-house and off-site meeting spaces, including rentals, technology setup, and hospitality.

· Maintain central filing systems and ensure confidential records are properly stored and organized.

· Handle incoming and outgoing mail and shipments, including UPS, FedEx, etc., deliveries, ensuring accurate tracking and expense coding.

· Answer and direct phone calls, greet guests, and coordinate internal communications.

Facilities & Operations Management

· Oversee all office and building maintenance activities, including repairs, replacements, and preventative maintenance schedules for HVAC and other systems.

· Manage contracts and vendor relationships for janitorial services, landscaping, snow removal, and building security (keys, alarms, access).

· Coordinate carpet cleaning, seasonal maintenance, and office space improvements.

· Ensure the facility is maintained to a professional standard, supporting a safe and productive work environment.

Programs & Events

· Coordinate and plan company events, including management meetings, company dinners, and retirement celebrations.

· Organize annual programs such as Thanksgiving gift cards, employee and retiree Christmas gifts, and other recognition initiatives.

· Manage expense tracking for prepaid codes used for employee gifts, grower meetings, and special projects.

Shareholder & Partner Relations

· Manage shareholder correspondence, including A1 forms, check distributions, and related communications.

· Prepare and distribute year-end materials such as printed and bound annual books.

· Coordinate with Farm Partners regarding supplies, correspondence, and logistics as needed.

Administrative Systems & Supplies

· Maintain office supply inventory and coordinate orders for all departments and remote locations.

· Assist with business cards, stationery, and printed materials.

· Operate office equipment (copiers, printers, postage machines, scanners) and train others as needed.

· Ensure accurate accounting and coding of administrative and facilities-related expenses.

Additional Duties

· Maintain confidentiality and discretion in handling sensitive information.

· Demonstrate professionalism, teamwork, and a service-oriented attitude in all interactions.

Preferred Qualifications:

· Associate or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.

· 5 years of administrative experience.

· Proven ability to manage office operations, facilities, and administrative systems in a multi-department organization.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and strong skills using standard office technology.

· Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines.

· Excellent written and verbal communication skills, professionalism, and discretion when handling confidential information.

· Experience with event planning, meeting coordination, and vendor management is highly valued.

Job Type: Full-time

Pay: $27.00 - $35.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $27 - $35