Office Administrator

Description

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

• 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. 

• 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. 

• 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)