Administrative Support Specialist

Purpose and Scope of Position:
The Administrative Support Specialist is the administrative backbone of the Wheat Montana site. This role reports to the Senior Director of Operations and completes a variety of administrative, records, data, and coordination tasks for multiple departments. The goal is simple: keep paperwork, systems data, meeting minutes, and records accurate and current so leaders and floor teams can focus on running the plant.

The role maintains meeting minutes and action logs, supports ERP and product data accuracy, organizes food safety and safety records for audits, and provides back-up coverage for other support services as necessary. It is a hands-on support role, not a supervisory role.

Essential Functions:

Operations Administrative Support:

• Drafts, formats, and proofreads correspondence, memos, reports, presentations, and forms.
• Tracks open action items and deadlines for department managers.
• Prepares agendas, materials, and rooms for operations, leadership, customer, and vendor meetings as directed.
• Serves as a point of contact for internal departments, visitors, vendors, and auditors, and routes calls and requests to the right owner.

Meetings, Minutes, and Action Logs:

• Takes and distributes minutes for Management, Food Safety, and Safety Committee meetings.
• Maintains action item logs with owner, due date, and status; sends reminders and reports overdue items.
• Supports the Safety Committee with agendas, attendance, minutes, inspection records, and follow-up tracking.

ERP, Product Data, and Systems Support:

• Enters and verifies data in the ERP system (Aptean / Business Central), including production, inventory, and sales order data as assigned, and attaches documents and supporting materials to item cards, purchase documents, shipping documents, etc.
• Updates Aptean product data, including specification sheets, item attributes, data verification, and product images.
• Sets up and maintains product data in 1WorldSync and customer portals, including Walmart order processing paperwork.
• Maintains e-commerce item listings in coordination with Sales and Marketing.
• Generates standard daily, weekly, and monthly reports for operations leaders, including the monthly CHEP pallet report.

Production and Plant Documentation:

• Files and scans production and other operations paperwork as required.
• Generates and organizes mill paperwork, including pick sheets and pallet tags.
• Maintains organized paper and electronic filing systems, and obtains missing information when records are updated.

Food Safety, Quality, and Safety Records Support:

• Files and retrieves food safety, quality, sanitation, maintenance, and training records so they are complete and audit ready.
• Supports SQF, customer, and regulatory audit preparation by pulling and organizing requested records.
• Supports document control in Vericuda, including formatting documents and routing them for review and approval. Does not approve controlled documents.
• Maintains training records and sign-in sheets in coordination with department managers.

Office, HR, and Site Administration:

• Supports new-hire onboarding logistics, including uniforms, t-shirt distribution, key fob assignments, workstation setup, and orientation scheduling.
• Coordinates with IRIDE on driver and rider applications and monthly reports.
• Orders and tracks office supplies, and processes purchase requisitions as assigned.
• Supports internal communications, including newsletters, bulletin boards, and site social media content as assigned.
• Provides cross-site administrative support to Stone Ground Bakery as directed.

Other Duties:

• Completes special projects and other related duties as assigned.

Knowledge, Skills, and Abilities:

• Strong written and verbal communication skills.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams), including Excel sorting, filtering, and basic formulas.
• Comfortable learning and working in ERP and data systems (Aptean / Business Central, 1WorldSync, customer portals).
• High attention to detail and accuracy in data entry and recordkeeping.
• Strong organization and time management, with the ability to manage competing priorities from several departments.
• Uses sound judgment and maintains strict confidentiality with personnel, safety, and business information.
• Works independently, follows through, and asks for help early.
• Must be willing to complete training in Food Safety, GMPs, Safety, and production reporting.
• Experience with social media posting in a business or professional setting.

Behavioral Characteristics and Expectations:

• Interacts with others in a positive and professional manner.
• Maintains professional composure with employees, customers, vendors, and auditors.
• Represents the department and the company in a positive manner.
• Assists others when needed.
• Arrives on time and as scheduled so coworkers are not put in a hardship.
• Keeps the Senior Director informed of progress, issues, and potential problems.
• Delivers work as promised.
• Adapts to changes in systems, procedures, and priorities.

Experience and Education Requirements:

• High school diploma or GED required, associate's degree in business administration or a related field preferred.
• 2 years of administrative, office, or operations support experience required.
• Experience in food manufacturing, a bakery, or another regulated manufacturing environment preferred.
• Experience with ERP systems, SQF or other GFSI audit records, or 1WorldSync is a plus.
• On-the-job training provided.