Administrative Support - Operations Support

A – POSITION DESCRIPTION Scope of Position: The Administrative Assistant reports to the President and provides administrative and operational support across the company. The role provides backup for the order desk, supports the management of the retail store, backs up shipping and receiving documentation, assists with inventory management and control, supports the month end process, and provides project management support for company initiatives. The role also progressively takes over administrative tasks currently handled by other team members, freeing them to focus on their core responsibilities. The position is based at the main plant and at Hana. Key Responsibilities: Order Desk Backup: Serve as backup for the order desk during absences and peak periods, including answering calls and emails, entering and confirming customer orders, and responding to order status questions. File and track order paperwork, communicate order changes to the plant, and maintain the special orders information board and other plant boards as directed. Retail Store Support: Support the management of the retail store, including opening and closing routines, customer service, point-of-sale transactions, and daily sales and cash reconciliation as directed. Monitor retail stock levels, merchandising, and pricing; prepare replenishment requests and coordinate product transfers from the plant. Help resolve customer questions and issues and escalate matters outside standard procedures to the appropriate manager. Shipping and Receiving Documentation Backup: Serve as backup for shipping and receiving documentation, including pick lists, bills of lading, packing slips, and delivery paperwork, and coordinate with shipping and drivers. Record and track incoming deliveries (including milk, packaging, and supplier shipments) and match receiving documents to purchase orders. Support lot traceability by keeping production make sheets, receiving records, and shipping and order documentation properly filed and retrievable. Inventory Management and Control: Perform regular cycle counts and physical counts, update inventory records, and reconcile counts to the inventory system. Track finished goods, packaging, pails and lids, retail stock, and shop supplies; investigate variances and flag low stock and reorder needs to the Plant Manager. Process office and plant supply requests from staff, including placing orders with approved suppliers and following up on deliveries. Maintain inventory control procedures and documentation, and recommend improvements to inventory accuracy and controls. Month End Process Support: Support the month end process in coordination with the Controller by assembling and filing shipping, receiving, order, and retail documentation for the period. Perform month end inventory counts and cut-off checks, and provide inventory count results and variance explanations. Identify and follow up on missing paperwork, unmatched receipts, and open orders so that period-end records are complete and accurate. Project and Administrative Support: Provide project management support for company projects and initiatives as assigned by the President, including defining scope and milestones, building project plans and timelines, tracking tasks, owners, and deadlines, and following up across departments to keep projects on schedule. Prepare status updates, action-item lists, and summary reports for project owners and the President, and flag risks, delays, and decisions required. Provide administrative support to the President and the management team, including scheduling, meeting preparation, document organization, and follow-up on action items. Take over administrative tasks currently performed by other team members, as identified and assigned by the President, and document the procedures for each task taken on. General: Maintain organized filing systems, paper and electronic, for orders, inventory, and administrative records. Prepare reports and spreadsheets…

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