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Corporate Administrative Assistant

Location: Castle Rock, CO

The Administrative Assistant supports all divisions of Where Food Comes From, Inc. and the accounting team with data entry, reconciliation of expense and accounting reports, travel arrangements, project assistance, and administrative tasks.    

 

Roles and Responsibilities:

  • Welcome visitors to the corporate office and direct them to the relevant personnel

  • Aid all WFCF divisions with ongoing data entry project needs into various company databases and external systems

  • Backup support for customer service personnel for all incoming calls, office guest and other visitors

  • Assist in ordering and distribution of program materials to offsite staff, independent contractors, and customers

  • Assist in maintaining a working office environment (including managing internal lists, mail, incoming/outgoing materials, and office-related equipment) and report problems to proper personnel

  • Organize and schedule meetings and appointments, as requested

  • Assist with internal and external communication for senior management by ensuring requests are responded to in a timely manner, using best judgment to assist and make decisions without supervision when applicable

  • Keep important information and company documents organized electronically while maintaining a high level of confidentiality and discretion

  • Manage and edit consultant contracts and share with the Accounting Manager

  • Coordinate travel arrangements (both domestic and international), manage itineraries, book flights, hotels, ground transportation and restaurants reservations and adjust schedules as needed, including nights and weekends

  • Prepare routine correspondence, special presentations and reports as requested or needed for projects

  • Assist with division cost estimates for client accounts

  • Compile senior management’s expense reports and receipts for submission

  • Review and process employee and contractor expense reports ensuring proper collection of expense receipts

  • Print unpaid bills reports, highlight invoices for payment, obtain check payment approval, and print checks

  • File all customer invoices and necessary paperwork in vendor files as needed

  • Send routine customer statements and initiate collection on past due accounts

  • Assist with monthly, quarterly, and annual audits and accounting reports

  • Perform any other responsibilities as needed


Required Skills & Experience:

  • Highschool diploma or GED

  • 1 year of professional administrative support experience

  • Highly detail-oriented and self-motivated

  • Teamwork attitude with a strong aptitude for professionalism and courtesy

  • Ability to process a high volume of data in a productive and quality driven manner

  • Ability to keep accurate records, prepare and manage files, reports, letters, and billing

  • Strong Microsoft Office and computer skills required

  • Ability to communicate clearly verbally and in writing with internal/external staff, vendors, and clients

  • Maintains alignment with Where Food Comes From, Inc.’s Mission, Purpose, and Values

  • Flexibility, focus and resilience in the face of high workload and competing demands

  • Maintain confidentiality

 

Preferred Skills & Experience:

  • 2 years of accounting experience

  • QuickBooks experience

  • Experience in industries with agriculture, agri-food systems, sustainability, and/or food, beverage, CPG certifications is a plus

  • Possess a problem solving and solution-oriented approach coupled with a client focused mindset

 

Physical Requirements

  • Able to lift and carry up to 35 pounds.

  • Able to use standard computer keyboard on a frequent basis.

  • Able to walk up and down stairs and to sit for up to 8 hours.

 

Working Conditions: 

  • Castle Rock, CO office

  • Some travel required (~5%)

  • Additionally, due to the nature of the information handled within this position, confidentiality and avoiding conflict of interest is required. We are a company that encourages self-starters and we reward highly motivated employees. There is opportunity for growth within this position for the individual who consistently excels in their performance. 

 

 

Equal Employment Opportunity: 

Where Food Comes From, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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