Job Description

Job Overview The Administrative Coordinator supports staff and clients through the Food Safety operation & sales team and is responsible for the management and organization of client data and files. This role involves maintaining program files and client records, working with staff and contract auditors, managing auditor workloads, uploading client information into databases, and issuing certificates, work orders, and invoices.  The Administrative Coordinator supports the Client Services Manager and Program Coordinators in the administration of certification activities and helps create process efficiencies.

Relevant Services/Schemes

• GMP/HACCP
• Harmonized GAP
• Standard Primus
• PrimusGFS
• GLOBALG.A.P.

Roles and Responsibilities Operations

• Complete database uploads and manage package data for clients

• Create certificates and send to clients

• Support program coordinator in administrative tasks and reach out to clients as necessary

• Manage client database and all records for food safety clients, including but not limited to applications, agreements, certificates, work orders, and invoices 

• Ensure program compliance with SCS quality system 

• Ongoing maintenance of all new, existing, and archived program files in accordance with program requirements 

• Support Client Services Manager to develop program guidance updates

• Develop, translate, and edit program materials, reports, and templates 

• Additional tasks as requested by the Client Services Manager and Director, Food Safety

Invoicing

• Create and send invoices for initial clients, renewal clients, and scope changes
• Support program coordinator in creation of work orders for renewal clients
• Review all expense reports for Sustainability staff and Regional Auditors

Communications

• Send work orders, invoices, certificates, and other items to clients
• Track and manage client deadlines for program correspondence and certification issues 
• Ensure project milestones and deadlines are established and clearly understood by staff and contract auditors
• Develop templates for internal and external communications

Audit Planning

• Provide audit and/or inspection assignments to staff and contract auditors 
• Manage auditor/inspector schedules, workloads, and travel budgets 
• Carry out travel booking and logistical arrangements, as needed

QUALIFICATIONS

• Excellent organizational skills and strong attention to detail required 
• Excellent observation and data management skills required 
• Ability to complete time-sensitive projects and to provide realistic deadlines 
• Initiative and ability to work independently; responsive, and adaptive to team environment 
• Ability to switch tasks quickly and comfortably
• Strong communication abilities and demonstrated abilities in critical analysis preferred 
• Strong proficiency in Microsoft Office including Microsoft Word, Excel, and Power Point

EDUCATION AND EXPERIENCE

• Minimum of HS diploma, Associate’s or Bachelor’s degree preferred, or relevant experience
• Experience in data management
• Experience with organization and customer service
• Experience with Salesforce desired

PHYSICAL REQUIREMENTS

Sit 6+ hours per day. Keyboarding 6+ hours per day. Must be able to speak and listen in person and on online video conference application.

The above description is intended to describe the general nature and level of work being performed.  It is not intended to be an exhaustive list of all responsibilities, duties, and skills required.  All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.

EEOC STATEMENT:

SCS Global Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. SCS Global Services complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training

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