Nutrition Operations
Administrative Assistant

General Purpose and Scope of Position

The Administrative Assistant is a key member of the business operations team. The ideal candidate will provide administrative and clerical support assistance in all standard aspects of office administration tasks for supporting the business operations team.

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Key Skills and Abilities Include

  • Intermediate level proficiency with computers utilizing Microsoft Windows and Microsoft Office Suite. On the job training in some programs provided. Office 365 experience preferred.
  • Intermediate level ERP experience.
  • Strong organizational skills for efficient paperwork management and workspace presentation.

Key Personal Attributes Include

  • Strong communication and interpersonal skills required for positive interactions between internal and external employees, customers and suppliers.
  • Strong oral and written communication skills.
  • Ability to demonstrate and maintain professionalism in interactions with others is needed, including an ability to work with a high level of confidentiality and integrity.
  • Ability to work and contribute independently and/or within a team on given assignments.
  • Ability to prioritize and multi-task to accomplish multiple assignments.

Specific Responsibilities and Key Deliverables Include

  • Serve as primary contact for incoming office phone calls. Provide back-up for calls routed to main desk from direct dial callers
  • Produce documents and reports as requested by operational leaders, including meeting notes and follow-up documents
  • Collect and distribute daily incoming mail
  • Scan and file documents (including transaction back up documents) for internal and external distribution
  • Update phone, locators and distribution lists
  • Make use of standard office equipment, computer software and programs, fax machines, postage machines, copier machines, etc. to effectively perform all aspects of position responsibilities
  • Maintain internal telephone system for office users (Voice Mail, Individual Extensions)
  • Provide Customer affidavits to Quality Team for signature
    • Ensures applications move through the process
  • Reporting Responsibilities include
    • SNI – Sales Not Invoiced
    • Expenses related to monthly cell phone bills
    • Daily Transactions report
    • Accounts Payable aging reports
    • Contract to Close Report to Marketers
  • Promote the use of electronic invoicing for US and Canadian Customers
    • List of Customers
    • List of Customers receiving email invoices
    • Solicit Customers currently receiving snail mail
    • Track conversion from Snail to Email
  • Manage senior leaders business schedules and calendars including arranging meetings (internally and externally), travel (including flight, hotel, rental car accommodations as requested) conference calls and booking appointments as needed
  • Preparation of meeting materials including agendas and PowerPoints
  • Organize and post all contracts and documents to the SharePoint site including Vendor Qualification
  • Create and maintain filing systems in both hard copies and online materials
  • Reconcile and submit monthly expenses for purchase cards as requested
  • Organize trade show needs including ordering merchandise, coordinating the incoming/outgoing booth, and updating publication materials
  • Support overall office needs including ensuring appropriate amount of supplies; keeping supply room, storage, conference rooms, kitchen, and other common areas neat, etc.
  • Coordinate advertising needs by working with managers, vendors and graphics department in Kennewick on deadlines and materials
  • Serve as office liaison for outside vendors including the cleaning professional and vendor distribution
  • Coordinate with communications team on internal and external communications around news and events, including documents like the WilCon Trader

Nutrition Operations Matrix

Work Where Everyone Matters

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We pride ourselves on being a great place to work, which includes supporting you beyond the workday. You can count on a competitive salary, comprehensive benefits, a people-first culture, work life balance, investment in training and development and career growth opportunities.

Employee Benefits PDF