Bilingual Front Office Coordinator

Almond Ace Packing, situated in Ripon, California, is a grower-owned company specializing in processing and exporting premium almonds. Renowned for our award-winning quality, we are currently seeking a dynamic Front Office Coordinator to join our team.

Pay range: $20/hr-$27/hr.

Summary:

The primary responsibility of the Front Office Coordinator is to provide administrative support to the Plant Management team and the Sales team by performing key activities that ensure the safe delivery of the product. The secondary responsibility of the Front Office Coordinator is to be responsible for assisting the sales and accounting teams with carrying out daily activities. The final responsibility of the Front Office Coordinator is to perform and oversee the daily operations of the office and assist the production team when needed.

Essential Duties and Responsibilities:

· Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

· Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

· Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.

· Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.

· Maintains inventory of office supplies; orders new supplies as needed.

· Maintains office files; implements an efficient system for other staff to access files and records.

· Gathers, analyzes and leverages operations data (quality, safety, performance, service, and costs) executes support tasks to drive plant improvement.

· Prepares internal and executive level reports, spreadsheets, and presentations as needed to ensure that the information is properly leveraged and communicated with the key stakeholders.

· Assists and prepares relevant documentation for all internal and external production-based audits.

· Supports site operations to provide proper communication of relevant safety, quality, service, and performance updates through various communication methods.

· Support management with ensuring proper supplies and tools are in place to minimize disruptions throughout the operation (could include coordination with procurement, vendors, and suppliers).

· Applies knowledge of department policies and procedures and utilizes a general understanding of other department’s functions while maintaining strict confidentiality and paying strict attention to detail.

· Adheres to all procedures and practices associated with Food Safety, Security, and Personnel Safety.

· Process and invoice Almond sales orders in Nutware and QuickBooks systems and other internal spreadsheets.

· Communicates and schedules deliveries with the Paddack Sheller drivers and all other external drivers/vendors, ensuring deliveries can be received in a timely manner.

· Execute sales order and logistics confirmations.

· Communicate orders and shipping schedule with the shipping department, Brokers and Owners as needed.

· Maintain inventory inquiries and provide necessary paperwork to Brokers, Customers and Owners.

· Maintain customer database in Nutware system.

· Invoice and track Almond packing contracts.

· Prepare, reconcile, and submit monthly Almond Board reports.

· Input USDA data accurately into the Nut Ware database.

· Match USDA grading certificates to grower documents.

· Generate production labels for all outgoing almond shipments.

· Maintain reports and documents required by domestic and international shipments.

· Maintains and facilitates a calendar schedule for all license or certificate renewals, upcoming internal and external audits, machine calibrations and any other upcoming company events.

· This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

· Assume the role of Weighmaster and ensure the accurate maintenance of weighmaster documentation.

· Ensure accurate entry and verification of month-end financial data into the accounting system.

· Oversee the completion of weekly and monthly safety and quality control audit paperwork to ensure accuracy and completeness.

Education and Experience

§ High School Diploma or GED

§ 2-3 years of administrative support/clerical experience.

§ 2-3 year of exporting experience.

§ Strong attention to detail required.

§ Excellent customer service skills are required.

§ Ability to establish and maintain positive interpersonal relationships with a broad spectrum of internal and external customers.

§ Ability to communicate effectively, both orally and in writing.

§ Ability to remain calm in difficult situations.

§ Experience demonstrating teamwork and cooperation.

§ Must have good telephone etiquette.

§ Experience maintaining confidentiality of data.

§ Must have good organizational skills, and the ability to prioritize tasks and complete them in a timely manner.

§ Bilingual Spanish

Computer Skills: To perform this job successfully, must have a strong working knowledge of the following:

· Microsoft Office Suite

· Nutware

· QuickBooks preferred.

Job Type: Full-time

Pay: $20.00 - $27.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Language:

• Spanish (Required)

Work Location: In person