Wholesale Operations Administrator

Description

WHO WE ARE 

South Mountain Creamery is a family and farmer-owned farm, creamery, and home delivery service. We're a team that runs hard and cares about getting it right — in the product and in the process. Behind every well-run shift is a mountain of paperwork, coordination, and communication that has to happen accurately and on time. This role is the person who makes sure all of that clicks. 

THE ROLE 

The Wholesale Operations Administrator is the communication and coordination hub for our wholesale plant operations. You make sure the right information gets to the right people at the right time — so managers can manage, drivers can drive, and the dock can ship. 

This is a newly created role, built specifically to take administrative burden off our operational managers so they can focus on leading their teams. You're not in the background — you're the connective tissue that keeps the whole operation from missing a beat. 

Schedule: Monday-Friday, 8 am-4 pm

WHAT SUCCESS LOOKS LIKE 

You're winning in this role when: 

• No purchase order gets missed. Every PO is tracked, completed, and confirmed. 
• The dock has correct paperwork at the start of every shift — no scrambles, no missing documents. 
• The transfer truck knows exactly what it needs to bring to the plant before it leaves. 
• Ice cream labels are printed and batch sheets are entered accurately and on time. 
• Accounting has what they need, when they need it — you're the reason paperwork doesn't pile up. 
• Managers are spending their time managing, not hunting down documents. 
• Customer complaints are logged the same day they come in — and a clean weekly summary lands in the right inboxes every week. 
• Out-of-stock and shorts are entered as they happen, not at end of day — the team isn't flying blind. 
• You know the status of open items at any given time and you're already working to close them. 

CORE RESPONSIBILITIES 

Documentation & Paperwork Control 

• Ensure the dock team has correct and complete paperwork at the start of each shift. 
• Organize, track, and confirm purchase orders are completed without exception. 
• Proactively identify open or incomplete POs and take action before they become a problem. 
• Collect and submit accounting documentation to the accounting team on a consistent daily schedule. 

Production Support 

• Print and distribute ice cream labels accurately and on time. 
• Enter ice cream batch sheets into the appropriate system. 
• Communicate daily transfer truck requirements — ensure the truck arrives with exactly what the plant needs. 
• Support production and dock teams by ensuring information flows clearly between departments. 

Customer Complaints & Out-of-Stock Tracking 

• Log every customer complaint into the system accurately and promptly — nothing gets recorded in a notebook and forgotten. 
• Compile and distribute a weekly customer complaint summary report to the Wholesale Operations Manager. 
• Enter out-of-stock and short shipment information throughout the day as it becomes known — visibility into these issues is time-sensitive. 
• Ensure out-of-stock and shorts data is accessible to production, distribution, and management teams in real time. 

Communication & Coordination 

• Serve as the central communication point between dock, production, distribution, and accounting. 
• Maintain a clear daily log of open administrative items and their status. 
• Follow up on outstanding items without being prompted — own the follow-through. 
• Flag administrative gaps or breakdowns to the Wholesale Operations Manager quickly. 

Team Support 

• Make sure each team has what they need to be successful at the start of each shift. 
• Anticipate needs based on the daily schedule and production plan. 
• Reduce friction for managers by handling every administrative task that doesn't require their direct decision-making.

BEHAVIORAL EXPECTATIONS 

Be Adaptable 

Be Driven 

Be Authentic 

Positive Attitude 

Own Your Ship 

• You stay three steps ahead. You know what's due before someone has to ask. 
• Nothing falls through the cracks on your watch. If a PO is open, you know about it. 
• You communicate clearly and quickly — managers shouldn't have to wonder what's happening. 
• You're organized in a way that other people can understand — not just you. 
• You treat the dock team, production team, and accounting team with equal care and urgency. 

Requirements

QUALIFICATIONS 

• 1–3 years of administrative, operations coordination, or office management experience. 
• Strong organizational skills with high attention to detail — accuracy is non-negotiable. 
• Excellent communication skills, both written and verbal. 
• Comfortable working in a fast-paced, early-morning production environment. 
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn internal systems quickly. 
• Food or distribution industry experience a plus, but not required.