Part-Time Administrative Assistant

Job Summary

The Part-Time Administrative Assistant supports daily office operations to help keep everything running smoothly. This role involves a mix of administrative communication and coordination tasks including vendor and customer support document handling and cross-department collaboration. The right candidate is detail-oriented proactive and comfortable managing multiple responsibilities in a fast-paced environment.

Key Responsibilities

Office & Administrative Support

Monitor the main office inbox () and handle communications from customers vendors and agencies.

Greet visitors and respond to phone email and in-person inquiries with professionalism.

Maintain digital and physical filing systems; scan and organize documents as needed.

Track and restock office supplies; coordinate with vendors for reorders.

Schedule meetings manage calendars and prepare materials as needed.

Handle incoming and outgoing mail and deliveries.

Vendor Customer & Compliance Coordination

Follow up with vendors to confirm updates or changes to vendor records.

Serve as a point of contact for vendor and customer onboarding packet processing COI collection and food safety documentation. Maintain records in Famous QBO and internal files.

Prepare and submit credit applications and insurance certificate requests.

Support PACA & Blue Book processes including licenses filings and training coordination.

Operational & Systems Support

Maintain visibility throughout the office; check in on MS Teams each morning and throughout the day when arriving away from desk or handling off-site tasks.

Anticipate needs of Owners and department heads; check in regularly and offer on-the-ground support.

Assist leadership with time-sensitive projects reporting and communications.

Coordinate onsite meetings and employee recognition activities.

Track tasks and follow up on requests and information that flow through office administration.

Support new employee onboarding (desk set-ups supplies orientation coordination).

Set up and maintain company registrations with various online portals (e.g. USDA FDA DMV insurance agencies local/state/federal agencies).

Translate written materials and assist with bilingual communication (Spanish/English).

Track administrative deadlines and prepare reports as needed.

Project & Departmental Support

Provide day-to-day administrative support to the Operations Manager and other department heads.

Assist Finance and Warehouse Operations with data entry document tracking and onboarding logistics.

Coordinate workspace organization and maintenance needs.

Help develop and refine internal administrative processes and procedures.

Qualifications

High school diploma or GED required; associates degree or equivalent experience preferred.

3 years of administrative or office support experience.

Proficient in Microsoft Office (Word Excel Outlook); experience with Teams WhatsApp and text communication is a plus.

Excellent written and verbal communication skills.

Highly organized detail-oriented and capable of managing multiple priorities.

Discreet with confidential information.

Bilingual (English/Spanish) preferred.

Dependable self-motivated and adaptable in a fast-moving environment.

Schedule:

Monday Wednesday and Friday 6:00 AM - 12:30 PM

Additional hours may be required based on business needs.