Office Administrator

Primary objectives are assisting the Office Manager with quality assurance functions; ensuring that internal and external communications are timely, accurate, and effective.

As a multi-functional position, the Office Administrative Assistant is expected to be an excellent team player, detail-oriented and proactive agent with optimizing inter-function coordination and communication.

Performs various administrative functions including reception and ensuring client needs are addressed and reported timely and accurately through completion. Creates, modifies and runs accurate reports from using MS Excel and MS Access software.

• Customer service functions
• Conduct Site Visits and reporting (as assigned)
• Assist in reducing operating and supplier costs
• Answer, respond, and react to incoming phones calls, voicemails, emails and faxes. Prepare memos to deliver to appropriate staff members of any immediate notifications and/or changes.
• Forward and communicate customer changes to Production Support by delivering information to proper destinations and recording all information with successful follow-through
• Assist the Dietetic Technician, Registered with coordinating menu planning procedures
• Prepare and provide menu analysis reports/documents for the internal and external customer according to calendar updates
• Keep current food count information for meals prepared daily from fax or email - Customer related
• Keep current with school closings/half days, special lunch request – Customer related
• Keep current with menu/production changes
• Maintain updates the NutriKids application and all relating components
• Other assigned tasks

• (Yearly) Ensure the maintenance of office equipment (toner, paper, other routine tasks) as assigned to the Office Support person
• (Yearly) Collect and record information from clients and employees. Manage records and files.

• Assist Office Manager with quality and administrative functions
• Assist as directed by Office Manager to assist with Production department
• Perform special projects as requested by Office Manager and/or President
• Perform site visits and other quality audits, respond to customer service issues, and assist with other functions as needed.
• Actively contribute in positive manner in meetings with staff
• In absence of the Office Manager, ensure effective communication and coordination between functions.
• Assist Office Manager in performing final editing and distribution of company’s FSIP-Standard Operating Procedures
• Assist other functions with gathering facts and information related to problems and issues.
• Problem solve
• Other assigned tasks

Associated or Bachelor Degree in Business Administration or closely related field and/or three-to-five years of profession level customer service experience; OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those list above.

• Proficiency in Microsoft applications
• Ability to add, subtract, multiply and divide in all units of measure using whole numbers and decimals.
• Detail-oriented, multi-tasking and a team player.

• Internal and External customer service principles
• Phone and email etiquette principles
• Operation of eFax, scanning, and other office equipment systems.
• Modern office procedures

• Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and implementing recommendations in support of goals
• Good writing and oral communication skills including logical development of procedures and checklists.
• Strong Math Skills
• Responding to changing situations and needs
• Handling sensitive and confidential information
• Handling multiple tasks simultaneously
• Providing excellent customer service
• Exercise discretion and judgment; Communication, interpersonal skills as applied to interactions with coworkers, management, the general public, etc. sufficient to exchange or convey information and to receive work direction
• Using computers and application software (primarily Word, Excel, and PowerPoint)

Exerting up to 10 pounds occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Involves sitting most of the time. Permitted to work at schools and other Fresh & Safe jobsites.