Administrative Manager – Manufacturing & Logistics

About Gelatys Gelatys is a fast-growing premium gelato manufacturing company with a state-of-the-art production facility in Fort Myers, Florida. Our products are distributed through major retailers and distributors across the United States. We are looking for a highly organized, proactive, and detail-oriented Administrative Manager to oversee the company's daily administrative activities and help ensure smooth coordination between our finance, operations, logistics, and commercial teams. We are seeking someone who takes ownership, solves problems independently, and enjoys working in a dynamic manufacturing environment. Key Responsibilities General Administration Oversee daily administrative activities at our Fort Myers facility. Manage company documentation, paperwork, permits, and administrative procedures. Coordinate with vendors, service providers, and external partners. Ensure administrative tasks are completed accurately and on time. Follow up on pending issues and ensure timely resolution. Accounting & Financial Administration Receive, review, organize, and process vendor invoices. Maintain accurate accounts payable and accounts receivable records. Coordinate payment schedules and follow up on outstanding invoices with the finance team. Assist with billing, purchase orders, and financial documentation. Support bookkeeping activities and maintain organized records. Coordinate with our accounting and finance departments. Logistics & Order Coordination Coordinate product deliveries and pickups with carriers, transportation companies, and distributors. Communicate with distributors to schedule and confirm product pickups. Follow up on customer orders to ensure timely fulfillment and delivery. Coordinate with the warehouse, inventory, and production teams regarding product availability and shipment readiness. Organize shipping documentation and maintain accurate delivery records. Proactively resolve scheduling issues, transportation delays, and administrative problems. Vendor & Operational Support Coordinate administrative purchasing activities and vendor follow-ups. Track pending requests, orders, and administrative deadlines. Support daily communication between departments. Identify opportunities to improve administrative efficiency and internal processes. Qualifications Minimum 3 years of experience in administration, office management, or a similar role. Experience managing invoices, payments, vendors, and administrative processes. Familiarity with logistics, transportation coordination, or distribution. Strong Microsoft Excel and organizational skills. Experience with accounting software or ERP systems (Odoo or QuickBooks preferred). Strong written and verbal communication skills. Ability to multitask, prioritize, and work independently. Experience in manufacturing, food production, or distribution is a plus. Bilingual English/Spanish is a plus. What We're Looking For We value people who are hands-on, resourceful, accountable, and solution-oriented . The ideal candidate is someone who does not simply complete assigned tasks but actively follows up, anticipates problems, and makes sure things get done. This is an excellent opportunity to take ownership of the administrative function of a growing company and play an important role in supporting its continued expansion. Pay: $65,000.00 - $70,000.00 per year Work Location: In person

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