Administrative Support Specialist

Purpose and Scope of Position:
The Administrative Support Specialist is the administrative backbone of the Wheat Montana site. This role reports to the Senior Director of Operations and completes a variety of administrative, records, data, and coordination tasks for multiple departments. The goal is simple: keep paperwork, systems data, meeting minutes, and records accurate and current so leaders and floor teams can focus on running the plant.

The role maintains meeting minutes and action logs, supports ERP and product data accuracy, organizes food safety and safety records for audits, and provides back-up coverage for other support services as necessary. It is a hands-on support role, not a supervisory role.

Essential Functions:

Operations Administrative Support:

• Drafts, formats, and proofreads correspondence, memos, reports, presentations, and forms.
• Tracks open action items and deadlines for department managers.
• Prepares agendas, materials, and rooms for operations, leadership, customer, and vendor meetings as directed.
• Serves as a point of contact for internal departments, visitors, vendors, and auditors, and routes calls and requests to the right owner.

Meetings, Minutes, and Action Logs:

• Takes and distributes minutes for Management, Food Safety, and Safety Committee meetings.
• Maintains action item logs with owner, due date, and status; sends reminders and reports overdue items.
• Supports the Safety Committee with agendas, attendance, minutes, inspection records, and follow-up tracking.

ERP, Product Data, and Systems Support:

• Enters and verifies data in the ERP system (Aptean / Business Central), including production, inventory, and sales order data as assigned, and attaches documents and supporting materials to item cards, purchase documents, shipping documents, etc.
• Updates Aptean product data, including specification sheets, item attributes, data verification, and product images.
• Sets up and maintains product data in 1WorldSync and customer portals, including Walmart order processing paperwork.
• Maintains e-commerce item listings in coordination with Sales and Marketing.
• Generates standard daily, weekly, and monthly reports for operations leaders, including the monthly CHEP pallet report.

Production and Plant Documentation:

• Files and scans production and other operations paperwork as required.
• Generates and organizes mill paperwork, including pick sheets and pallet tags.
• Maintains organized paper and electronic filing systems, and obtains missing information when records are updated.

Food Safety, Quality, and Safety Records Support:

• Files and retrieves food safety, quality, sanitation, maintenance, and training records so they are complete and audit ready.
• Supports SQF, customer, and regulatory audit preparation by pulling and organizing requested records.
• Supports document control in Vericuda, including formatting documents and routing them for review and approval. Does not approve controlled documents.
• Maintains training records and sign-in sheets in coordination with department managers.

Office, HR, and Site Administration:

• Supports new-hire onboarding logistics, including uniforms, t-shirt distribution, key fob assignments, workstation setup, and orientation scheduling.
• Coordinates with IRIDE on driver and rider applications and monthly reports.
• Orders and tracks office supplies, and processes purchase requisitions as assigned.
• Supports internal communications, including newsletters, bulletin boards, and site social media content as assigned.
• Provides cross-site administrative support to Stone Ground Bakery as directed.

Other Duties:

• Completes special projects and other related duties as assigned.