What are the responsibilities and job description for the Office Administrator position at Trinidad Benham?
Description
WHAT YOU'LL BE DOING
WHAT WE NEED
EXTRAS
The Office Administrator is responsible for supporting plant operations through effective coordination of logistics, shipping, and administrative activities. This role serves as the primary contact for drivers, vendors, and visitors while ensuring compliance with company policies, safety, and Good Manufacturing Practices (GMP). The position also provides general office support, data entry, and documentation for seed certifications, shipments, and grower settlements.
WHAT YOU'LL BE DOING
- Answer and direct calls on a multi-line phone system professionally and courteously.
- Greet vendors, visitors, and inspectors while ensuring GMP and facility standards are followed.
- Handle incoming and outgoing mail, packages, and courier deliveries.
- Maintain filing systems (physical and electronic) to ensure records are current and easily accessible.
- Manage office supply ordering, inventory, and record storage in compliance with company policy.
- Provide administrative support to management and field staff as needed.
- Check drivers in and out, verify identification, and maintain accurate visitor and driver logs.
- Scale trucks and generate accurate scale tickets.
- Process shipping and receiving documentation, ensuring accuracy and compliance with company standards.
- Track delivery and shipment schedules, including updates for changes, cancellations, and delays.
- Coordinate with external vendors, agricultural agencies, and certified labs regarding seed certifications, inspections, and tags.
- Source and coordinate carriers and freight brokers for outgoing and incoming shipments.
- Obtain and compare freight rates to ensure cost-effective transportation solutions.
- Schedule and book loads, confirming details with carriers and ensuring on-time pickup and delivery.
- Communicate shipment details and updates to internal teams and external partners as needed.
- Ensure timely submission and retrieval of paperwork related to seed quality testing and certification requirements.
- Create, input, and reconcile daily production reports.
- Maintain and reconcile physical inventory across multiple storage locations.
- Assist with paperwork preparation for inspections, audits, and compliance reviews.
- Work with Field Representatives to input grower contracts and seed delivery information.
- Perform harvest data entry and maintain accurate records of grower lots.
- Process grower settlements and maintain accurate supporting documentation.
- Assist with Accounts Payable processing, including invoice coding and routing for approvals.
- Track and maintain company vehicle and trailer registrations.
- Coordinate record storage and archiving in compliance with company policy.
- Perform additional duties as assigned by management to support plant and field operations.
WHAT WE NEED
Required education and experience
- High school diploma or equivalent required
- 1–2 years of experience in administrative support, shipping coordination, or logistics required.
- Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
- Experience using ERP, scale, or inventory management systems preferred.
- Strong organizational skills and attention to detail with the ability to handle multiple priorities.
- Effective written and verbal communication skills for internal and external coordination.
- Prior experience in an agricultural or seed industry environment a plus.
Additional eligibility requirements
- Must be able to work extended or flexible hours during Treat season or peak shipping periods.
- Must maintain confidentiality and handle sensitive information with professionalism.
- Must possess a valid driver’s license and reliable transportation.
- Ability to work independently and as part of a team in a fast-paced environment.
- Commitment to safety, GMP standards, and company policies.
Working environment and physical demands
- The physical environment requires the use of general office equipment (computer, printer, scanner).
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
- Required to use personal protective equipment as needed.
EXTRAS
- 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