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Administrative Assistant

Location: Hanford, CA, United States

Job Function: Administration

Req Number: 181

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We are a global leader in food & beverage ingredients. Pioneers at heart, we operate at the forefront of consumer trends to provide food & beverage manufacturers with products and ingredients that will delight their consumers. Making a positive impact on people and planet is all part of the delight. With a deep-rooted presence in the countries where our ingredients are grown, we are closer to farmers, enabling better quality, and more reliable, traceable and transparent supply. Supplying products and ingredients at scale is just the start. We add value through our unique, complementary portfolio of natural, delicious and nutritious products. With our fresh thinking, we help our customers unleash the sensory and functional attributes of cocoa, coffee, dairy, nuts and spices so they can create naturally good food & beverage products that meet consumer expectations. And whoever we’re with, whatever we’re doing, we always make it real.
Position Summary
Reporting to the Head of Ag Operations, the Administrative Assistant will provide vital support in maintaining an organized and professional work environment at our Hanford, California location, home to our Ag Operations division. This role will serve as the primary point of contact for both internal and external stakeholders, facilitating appointment scheduling and coordinating meeting and customer tour logistics. Additionally, the Administrative Assistant will compile standard reports by collecting and summarizing data.
The ideal candidate will be a high-energy individual with an engaging and approachable demeanor. They must exhibit a high degree of autonomy to thrive in a fast-paced environment with numerous competing demands and priorities. We are seeking an outgoing, hard-working, and detail-oriented professional for this role.
Position Responsibilities
  • Warmly greet all office visitors and guide them to the appropriate staff members and meeting rooms.
  • Answer incoming calls and direct inquiries to the appropriate team members.
  • Collaborate with office management to prepare for upcoming meetings and events, ensuring adequate space, support, and refreshments.
  • Handle meal arrangements for meetings, including ordering and receipt of orders, and event setup.
  • Utilize computer systems for inputting, retrieving, and displaying purchasing information.
  • Manage all office-related purchase requisitions, ensuring timely entry of invoices into S4/SAP systems.
  • Create and edit event invitations, office announcements, and flyers.
  • Assist office teams in preparing supplies, including copying and mailing.
  • Organize and maintain the office mailroom and mailbox addresses, coordinating all incoming and outgoing mail.
  • Ensure timely completion of office maintenance tasks, including ordering, stocking, cleaning, and organization.
  • Oversee the kitchens and conference rooms, managing supply orders and total office spending on these items.
  • Coordinate with office-related vendors, addressing maintenance issues and scheduling services, and reviewing and coding invoices for payment.
  • Provide support to teams in planning, organizing, and executing events.
  • Collaborate with ofi leadership to support employee engagement initiatives and events.
  • Assist in the preparation of employee onboarding materials and ensure successful onboarding, partnering with relevant office teams and leaders as needed.
  • Perform other duties as assigned.
Position Requirements
  • High school diploma required; some college preferred.
  • Two (2) years of experience in Office Administration or a related field required. Candidates with a bachelor's degree may substitute the degree for the experience requirement.
  • Valid driver's license with a clean driving record is required.
  • Strong communication skills, both verbal and written, are necessary.
  • Exceptional customer service orientation and strong interpersonal skills are required.
  • Proficiency in computer systems and applications, including the Microsoft Office Suite, is essential. Prior experience with SAP is a plus.
  • Demonstrated ability to manage multiple competing demands while meeting deadlines is a must.
  • Excellent organizational skills are required.
  • Demonstrated initiative is essential.
The pay for this role in the state of CA ranges from $18.00 - $24.00 per hour and is based on the position responsibilities and geographic location. Actual pay within this range may be determined based on candidate’s experience, qualifications and/or other determining factors.
Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
ofi provides equality of opportunity for all persons with respect to hiring without discrimination on the grounds of race, color, religion, national origin, sex, pregnancy, age, disability, veteran status, or sexual orientation. All employment will be decided on the basis of qualifications, merit and business need. If you need assistance or an accommodation due to a disability, you may contact us for support at: [email protected]
At ofi, we celebrate our diversity. Olam Americas LLC is proud to be an equal opportunity workplace.