Administrative Assistant 12 Months FTC

Purpose

To provide comprehensive administrative support to the Production Team, ensuring the efficient coordination of day-to-day operational activities within the business. The role is responsible for managing key administrative processes, including procurement, stock control, farm documentation, reporting, purchase order administration, and compliance records.

Working closely with internal teams and external stakeholders to maintain accurate records, support Operational Excellence initiatives, coordinate audit-related activities, and contribute to the smooth and effective running of production operations through timely, accurate and professional administrative support. The role will also undertake any other general administrative duties as required to support business needs.

Key Responsibilities

• Procure office and operational supplies, ensuring availability of essential resources to support business activities.
• Monitor stock levels and coordinate timely replenishment to prevent shortages and operational disruption.
• Manage and process New Farm, Farm Closure and Farm Amendment documentation, ensuring accuracy and completeness.
• Provide comprehensive administrative support to production teams, assisting with a range of operational and business activities.
• Maintain accurate filing systems and ensure all documentation is stored in accordance with company procedures and compliance requirements.
• Support Operational Excellence (OpEx) activities, including agenda preparation, meeting coordination, minute taking and tracking of action items.
• Download, compile and distribute weekly production performance data and reports.
• Coordinate water sampling processes and associated documentation to support internal and external audit requirements.
• Prepare and distribute daily operational and performance reports to relevant stakeholders.
• Raise and track purchase requisitions and purchase orders within SAP, ensuring timely processing and approval.
• Any other general administrative and support tasks as required to support the business needs

Measures of Success

• Effective administrative support that contributes to the smooth operation of production activities.
• Strong coordination and communication between production, sales and logistics teams.
• Accurate and compliant management of documentation, records and farm-related processes.
• Timely recording, tracking and communication of meeting actions and business updates.
• Reliable production reporting delivered within agreed deadlines.
• Purchase orders processed efficiently, with no supply shortages, delays or unresolved issues.
• Consistent adherence to company policies, procedures and audit requirements.
• High levels of accuracy, organisation and attention to detail across all administrative tasks.

Skills & Knowledge

Essential

• Proficiency in MS Office & good IT skills, including spreadsheets and order/invoicing systems
• Good organisational and time-management skills
• Strong attention to detail and accuracy
• Ability to prioritize and work under pressure
• Discreet and professional attitude
• Previous experience in an administrative role
• Good communication skills and ability to work with customers

Desirable​

Experience in agriculture, livestock or veterinary-related businesses