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Office Administrator


Urbandale, IA, USA

The Office Administrator supports the Validus Division with overall office administration and customer service.

Roles and Responsibilities:  

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

  • First line support on the phones for all incoming calls, office guests and other visitors  

  • Aid all Validus team members with ongoing data entry project needs into databases and systems 

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

  • Administrator for all office needs, 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 client communication and producer meetings 

  • Assist with internal and external communication for Validus team members 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 while maintaining a high level of confidentiality and discretion  

  • Coordinate travel arrangements for Validus team members and contractors (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 

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

  • Assist with paperwork and accounts payable for contract auditors  

  • Participate in calls and meetings with staff, clients, industry groups, contract auditors, and certification organizations 

  • Attend meetings and webinars to stay abreast of industry updates 

  • Answer client and auditor inquiries  

  • Assist with reviewing audit reports for quality assurance and accuracy and follow up with auditors where applicable  

  • Assist with generating final audit reports and issue certifications to clients; upload documentation to appropriate databases  

  • Support Program Managers with issuing licensing agreements and logos  

  • Develop and maintain effective, sound, and healthy communication with clients, auditors, and internal and external teams  

  • Perform any other responsibilities as needed or assigned  


Required Skills:  

  • Agricultural background and experience 

  • Highschool diploma or GED 

  • 2 years of professional administrative support experience  

  • 1 year of data entry experience  

  • Attention to details and ability to track communication 

  • Strong ability to provide personable customer service while driving for action with given deadlines 

  • Teamwork attitude with a strong aptitude for professionalism and courtesy 

  • Ability to multitask and 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 

  • Strong aptitude for professionalism and courtesy 

  • Self-motivated with a desire for continuous learning  

  • Ability to take direction 

  • Must have a team player attitude  


Preferred Skills & Experience: 

  • Undergraduate degree or higher in agriculture, food science, animal science, or other applicable field and/or 5 years of experience  

  • Livestock and/or Agricultural background in poultry, dairy, swine, feed mills, SQF, and/or HACCP 

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

  • Experience with high level of contractors and accounts payable  

  • Experience working with 3rd party verifiers  

  • 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:  

  • This role is onsite Monday-Friday 8am-5pm.  Must be able to commute and work from the Urbandale, IA office 

  • Travel: 0-10% 

  • Additionally, due to the nature of the information handled within this position, complete confidentiality and refrain from conflict of interest is demanded, and failure to adhere to these requirements is a terminable offense. 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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