What are the responsibilities and job description for the Office Administrator position at Trinidad Benham?
The Office Administrator Seed Operations provides cross-functional administrative and operational support across seed production, harvest intake, treatment, milling, logistics, inventory control, and regulatory compliance. This role adapts seasonally to support peak operational demands while ensuring accurate documentation, lot traceability, shipment coordination, and compliance with seed certification and regulatory requirements. The position serves as a key administrative link between operations, field staff, growers, labs, and regulatory agencies.
- Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Serve as primary front office contact; manage phones, visitors, drivers, and facility access in compliance with GMP and company standards.
- Coordinate inbound and outbound logistics, including driver check-in/out, scaling trucks, generating scale tickets, and processing shipping/receiving documentation.
- Maintain accurate inventory records across storage locations, including lot tracking, bin assignments, and reconciliation of production, treatment, and milling activities.
- Support seasonal operations:
- Harvest: intake documentation, grower lot data entry, storage assignments, and quality record maintenance.
- Treat Season: verify lot eligibility, coordinate treated shipments, and manage seed tag tracking and documentation.
- Milling Operations: release lots for milling, generate production sheets, and reconcile finished goods inventory.
- Coordinate with certified labs and state/federal seed certification agencies to track testing, certifications, tags, and regulatory documentation.
- Prepare and maintain documentation for audits, inspections, and compliance reviews.
- Process grower contracts, delivery records, settlements, and assist with Accounts Payable coding and approvals.
- Support year-end inventory counts and cycle count reconciliation.
- Maintain organized physical and electronic records in accordance with company policy.
- Perform additional administrative and operational duties as assigned.
- Complies with company safety policies and maintains clean and orderly work area and Good Manufacturing Practices (GMP) and Safe Quality Food (SQF) procedures, including timely and accurate documentation of required SQF forms.
- Other duties as assigned by management.
Required education and experience
- High school diploma or GED required.
- Minimum two (2) years of administrative experience required; manufacturing or agricultural experience strongly preferred.
- Proficient in Microsoft Office (Word, Excel, Outlook).
- Proficient typing and 10-key data entry skills with strong attention to detail and accuracy.
- Demonstrated ability to manage multiple priorities in a fast-paced environment.
- Proven ability to maintain confidentiality and handle sensitive information.
- Effective verbal and written communication skills.
- Valid driver's license, if position requires local travel between facilities or business errands.
Preferred education and experience
- Experience using a Warehouse Management System (WMS) or ERP system.
- Experience supporting operations, logistics, or production teams.
- Familiarity with inventory documentation, shipping paperwork, or agricultural commodities.
Benefits
- Employee-owned
- Advancement Opportunities
- Weekly pay
- Insurance coverage that includes medical, dental, vision and life insurance and flexible spending accounts
- 401(k) with employer match
- Paid holidays and competitive vacation/sick pay plans
- Tuition assistance program
- Employee stock ownership program (ESOP)
Salary : $18 - $21