This position supports both Visalia and Tipton and will routinely travel between both sites. 

Location: 531 West Poplar Avenue| Tipton | CA | 93272 and Visalia 12310 Avenue 368 | Visalia | CA | 93291

Shift: 1st shift 

Company Overview

Ventura Coastal, the recognized West Coast citrus B2B leader, delivers highest quality citrus products with tailored solutions, speed, and elevated customer service to industry giant beverage companies as well as niche marketers. We produce, process and package customized blends of orange, lemon, tangerine and grapefruit juices, oils, essences, pulp, and peel products.

Over the last decade, acting with entrepreneurial business style practices, we have achieved transformational growth through strategic investment in production capabilities. This success has provided us with the financial resources to invest in our next phase of growth and expansion. With Sales demands up for oil and juice, we’re on our way towards building the next iteration of transformational growth.

We are currently looking for a Maintenance Admin Assistant that will support both our Tipton and Visalia plants. 

Compensation Range: $24.30 - $25.00. 

Job Summary

The Maintenance Admin Assistant will work closely with the Director of Maintenance and service contractors. The admin will handle all administrative tasks for the Director of Maintenance and assist with coordination/tracking of a variety of required services needed at each plant.  They will also work closely with purchasing and receiving to ensure that PO’s are issued correctly and receiving is done timely as well as with AP on any assistance needed with getting invoices paid timely.

The scope of duties will also include additional tasks from the Director of Maintenance, Procurement, Receiving, Finance, and EAM Coordinators.   This job supports both Visalia and Tipton and may require travel between both sites as needed.

Primary Responsibilities

• Food Safety is the responsibility of all Ventura Coastal manufacturing employees. All Ventura Coastal manufacturing employees must be aware of CCPs in their area and how to document them appropriately.  All staff must report food safety and quality problems to their immediate supervisor in charge during their shift.
• Maintain and update daily calendar and schedule along with necessary office documents including but not limited to contractor and vendor contract, service reports and work orders.
• Write and distribute email, correspondence memos, letters as directed.
• Assisting in daily office needs and managing maintenance general administrative activities.
• Assist with upcoming appointments and or services (copy of the next day calendar along with other required documentation for Maintenance Director).
• Assist maintenance department with scheduling and coordinating a variety of projects needed for required services for the plant.
• Assist with new vendor set-up to include request for W9, Certificate of Insurance per Ventura Coastal requirements and Gatefeed for onsite contractors and then submit for new vendor approval via ERequester.
• Act as the point of contact for the various departments and maintenance contractors
• Assist with submitting requisitions for purchase order in ERequester as directed for service request, work orders and or quotes.
• Verify job completion of work with vendors and forward request for purchase orders along with supportive documentation to then be received in a timely manner.
• Review maintenance contractor contacts on a regular basis to ensure the information is current (names, emails, phone numbers)
• Assist with submission of requisition backup material to Purchasing, track packing slips and invoicing, prepare invoicing for approval.
• Assist with Tracking requisitions/purchase order status from submission of requisition to issuance of purchase order invoicing.
• Assist with Preparation, distribution, and maintaining correspondence with clients and contractors.
• Follow through with maintenance contractors to be sure that purchase orders are aligned with the final job description and cost.  Submit change orders as needed.
• Assist with Acquisition of quote/proposals for equipment/services.
• Assist with Coordination/expediting/tracking delivery of equipment/services.
• Prepare invoices for payment approval.
• Review invoices with Accounts Payable when issues arise.
• Assist/Review/Prepare service accruals at month end.
• Follow all safety and GMP practices including attending all required safety training and wearing all required personal protective equipment.
• Exhibit professional courtesy when communicating with contractors, vendors and/or corporate employees.
• Exhibit excellent attendance.
• Perform other duties as assigned and required.

Qualifications and Education Requirements

• Associate degree preferred.
• Two to five (2-5) years’ experience in the administrative field required. In maintenance capacity desirable.
• Proficient in Microsoft Office Products: Outlook, Excel, Word and PowerPoint and large-scale ERP applications a must.  
• The ability to work successfully in a team involvement environment is a must.
• Ability to adhere to the highest level of professionalism by demonstrating honesty, integrity, and leadership.  Extra effort is taken to improve knowledge and skills to be the best in the profession. 
• Excellent administrative and organizational skills. 
• Good written and oral communication skills
• Ability to work in fast paced environment.
• Ability to be flexible.

Physical Requirements

• The ability to meet flexible and changing priorities and the ability to work under pressure is a must. Sitting at desk working on computer- 80% of the time in a normal office environment. Standing or walking to a construction site-20 % of the time.

This job description is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.