Buying Administrative Assistant

The Buying Administrative Assistant reports directly to the Director of Produce Operations and is responsible for assisting the buying team with all necessary processes and paperwork.  The position is primarily based in a Microsoft Office 365 environment where those programs will be used to enter data, communicate and send out reports.  Frequent answering of the phones is also a component of this position.  Must be a highly flexible individual who is able to work in a fast pace, high intensity environment.  Full availability and working on weekend days is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Complete data entry with a high level of accuracy in several programs.  Primary programs used will be Excel, Word, Outlook, and Microsoft Navision
• Answer phones in an efficient and professional manner.
• Prepare and send purchase orders, transfer orders, and daily signage to both stores
• Update Freshfields Farm web-based Live Market Board on a daily basis
• Demonstrate and support a high level of integrity. Represent Freshfields Farm in a courteous and professional manner while interacting with all vendors, customers and coworkers.
• Assist with any other tasks within the company that require additional manpower.
• Reporting problems is a required part of the employees’ job description.

This is an administrative role where extensive time will be spent learning and developing skills while working with current buyers and the produce director.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

None required but additional study at a 2 or 4 year college or university is a plus. Experience in a produce department is beneficial. 

REQUIRED SKILLS

• Proficient in Microsoft Office 365 (Word, Excel, Outlook).  Microsoft Navision experience is a plus.
• Excellent customer service, communication, and interpersonal skills are required due to a high level of customer interaction.
• Strong math & writing skills required to quickly multiply & add cases/pallets & calculate product cost, market, & margin
• Ability to thrive in a multitasking environment
• Be able to set priorities, meet deadlines, and able to accomplish team objectives

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS The essential job duties of this position are performed at a desk in an office environment.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an associate will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.