Administrative Assistant – Reporting & Business Operations

About the role

The Administrative Assistant – Business Operations provides essential administrative and operational support to commercial, operations, and quality teams. This role coordinates business processes, maintains accurate records and system data, supports pricing and order administration activities, manages documentation, and prepares routine reports.

Responsibilities

• Prepare, maintain, and distribute recurring reports, spreadsheets, and business documentation on a daily, weekly, monthly, and annual basis.
• Produce accurate data and records across ERP, CRM, and other business systems, ensuring information is complete and up to date.
• Review orders for completeness and accuracy, including pricing, product details, classifications, lead times, and supporting documentation.
• Investigate and resolve order and documentation discrepancies by coordinating with internal teams.
• Support quote administration activities, including quote creation, tracking, follow-up reminders, and matching quotes to orders.
• Manage customer, product, pricing, and sales information within CRM and related business systems.
• Assist with new product, ingredient, diet, and item setup while ensuring required information is properly documented.
• Support pricing administration activities, including price updates, annual price roll processes, pricing resets, and customer-specific pricing maintenance.
• Maintain records and compliance documentation, including customer requests, invoices, and supporting materials such as test results.
• Coordinate system access requests, user setup, and general support for business applications and internal systems.
• Create, update, and maintain product datasheets, tags, forms, standard templates, and other business documents.
• Manage departmental communications, shared mailboxes, distribution lists, and routine correspondence.
• Collaborate with commercial, operations, quality, and customer service teams to support workflow coordination and issue resolution.
• Organize and maintain electronic files, records, and documentation to ensure accessibility and compliance with company standards.
• Identify opportunities to improve administrative processes, enhance documentation practices, and increase overall operational efficiency.
• Other duties as assigned.

Requirements

• Associate’s or Bachelor’s degree or equivalent experience.
• 2+ years of administrative, operations, or data support experience.
• Advanced Microsoft Excel skills (nested formulas, macros, data analysis).
• High attention to detail and data accuracy.
• Strong organizational and time management skills.
• Experience with ERP systems (JDE, SAP, Oracle) preferred.
• Experience with CRM platforms preferred.
• Exposure to pricing, reporting, or supply chain processes preferred.

Skills

• Data analysis and problem-solving.
• Attention to detail and accuracy.
• Process management and organization.
• Communication and cross-functional collaboration.
• Time management across multiple deadlines.

Working Conditions & Physical Requirements

• Work in office, laboratory, feed manufacturing, and production environments.
• Regular use of computers and standard office equipment.
• Ability to communicate effectively in English with employees, customers, and business partners.
• Ability to stand, walk, bend, and perform routine physical activities as needed.
• Ability to lift and carry up to 25 pounds occasionally.
• Exposure to manufacturing environments, including dust, noise, and feed ingredients.
• Wear PPE where required and follow safety and biosecurity requirements.

Benefits

• Health and dental coverage.
• Short- and long-term disability.
• Paid time off.
• Paid parental leave.
• 401K.