Job Description

ADMINISTRATIVE COORDINATOR

LIVE WELL BRANDS | SEVEN OAKS RANCH

VENTURA, CALIFORNIA

VALUES-DRIVEN, ORGANIC PRODUCTS MANUFACTURING COMPANY WITH STRONG GROWTH POTENTIAL AND OPPORTUNITIES FOR ADVANCEMENT AND SALARY PROGRESSION IS SEEKING A DETAIL-ORIENTED QUALITY ASSURANCE / QUALITY CONTROL INSPECTOR AND DOCUMENT CONTROLLER.

We are a Ventura, CA-based company that produces a USDA organic food product line marketed under the Garlic Gold® brand and an FDA-regulated medical device and personal care product line marketed under the Aloe Cadabra® brand. We are profitable and family-owned, with proprietary products that are sold on the Amazon platform and through a national network of both large retailers and small retail stores. Our products are natural USDA Organic and NSF Organic, free of GMO's and glutens, and have great upside potential.

We are seeking an experienced, energetic and detail-oriented Administrative Coordinator to join our team.

The Administrative Coordinator will report to the Chief Operating Officer, and will direct, coordinate and be accountable for all Customer Service, Sales Support, Quality Control and Documentation activities in accordance with company policies and controls. In fulfilling this role, the Administrative Coordinator will supervise a full-time Customer Services Representative as a direct report; and together with the COO, will oversee the work of a full-time Quality Control Inspector / Documents Controller, through “dotted line” reporting.

JOB DESCRIPTION:

• Be responsible for and/or supervise processing of all incoming orders, including prepar­ation of quotations and pro forma invoices (pricing, calculation of weight and volume, freight quotations, and handling costs); screening all incoming orders to assure these are properly entered into our Microsoft Dynamics GP system and coordinating orders to meet shipping deadlines and other requirements; documentation requirements, customer contact, maintenance of files and records pertinent to these functions.
• Verify the accuracy and timeliness of the inspection of all incoming raw materials, work-in-process and finished products to make sure these meet or exceed specifications and quality standards; assuring that records and associated documentation are accurately and timely completed in accordance with company specifications and regulatory require­ments, maintenance of files and records pertinent to these functions.
• Train, implement procedures and directly supervise a Customer Services Representative and oversee a Quality Control Inspector / Documents Controller to assure these personnel properly perform their respective duties, handle periodic employee performance appraisals and maintain employee discipline and awareness of company policies and rules.

DIRECTLY, AND THROUGH THESE PERSONNEL, YOU WILL:

• Establish, coordinate and maintain liaison with company personnel responsible for manufacturing, product development, accounting, credit, shipping, marketing, legal, corporate compliance and finance to assure the timely and accurate fulfillment of all incoming orders and proper disposition of customer feedback.
• Maintain contact with retail customers via telephone, Fax, and email , to effectively promote and maintain customer relationships and goodwill for the company in the areas of order delivery, product quality, complaint handling, information and friendliness.
• Working with the company’s finance/accounting personnel, prepare monthly sales analyses for all key accounts, SKUs, and sales channels, highlighting anomalies, deviations from budget and recommending opportunities for improvement.
• Keep up to date on technical and ingredient changes in our products and acquire sufficient product knowledge to assist customers.
• Keep informed of new developments, laws and regulations pertaining to our product labeling, customer requirements and business methods.
• Solicit new suppliers and maintain a supplier database; assist in sourcing raw materials and ingredients; and maintaining a database of raw materials and associated records required for compliance and ordering purposes.
• Keep informed of current company pricing structures and assure that all sales and marketing materials reflect proper pricing once approved by senior management.
• Maintain records (files) of all customer agreements and contracts..
• Provide support for outside marketing activities by coordinating delivery of materials and personnel in a consistent and timely manner.
• Assure the accuracy of par levels for finished goods, work-in-process inventories and raw materials and, work with the company’s COO, accounting manager and production line supervisor to establish future production schedules, maintain awareness of product availability, and to assure timely and accurate ordering.
• Assist with sourcing and purchasing activities.
• Coordinate with warehouse staff to process orders to meet customer requirements and fulfill company guidelines (including packing lists and properly packaged, marked and labeled cartons ready for inspection when necessary).
• Assure that all issues and future task assignments are recorded in SmartSheets system, and that these are timely addressed, including through assisting other company personnel to stay current in recording and disposing of items, and that weekly reports are timely issued and accurate.
• Selected oversight of initiatives including technology and facility improvements.
• Perform other duties as assigned.

QUALIFICATIONS:

• Associate or Bachelors' degree, or off-setting life experience
• A minimum of 5 to 7 years of prior work experience involving office administration, customer service and supporting sales and quality personnel
• Familiarity with production of regulated food, medical device, personal care products, and/or consumer product goods is useful but not required
• Strong leadership qualities, high integrity, solid work ethic, a positive mental attitude and appreciation for full accountability
• Ability to prioritize and manage multiple projects, impeccable attention to detail, time management and organizational skills
• Ability to work well with all types of personalities and cultural backgrounds
• Appreciates and promotes a corporate culture rooted in “doing well by doing good”
• Strong aptitude for use of computers and software
• Experience with Microsoft Dynamics GP (Great Plains) ERP software is a plus
• Must be fluent in the English language, with excellent written and verbal communication abilities and presentation skills
• Ability to communicate effectively in Spanish is desirable but not required

REPORTING | COMPENSATION RANGE

• This is a full-time position, reporting to the company’s Chief Operating Officer
• Compensation comprised of base salary of $17.50 to $22.50 per hour, depending on relevant prior experience, plus an annual cash bonus based on key performance criteria
• Medical reimbursement, liberal vacation policy and other benefits

For consideration, please submit a current resume and a written transmittal describing the reasons for your interest and how you feel you are suited to in the foregoing position.