Bakery Office Support Assistant

Job description

Summary The Office Support Assistant is key to the operational backbone of the organization, handling day-to-day administrative tasks and positively and efficiently supporting team members and sales and production department needs. Core responsibilities include, but are not limited to, providing a professional, welcoming atmosphere, answering phones, directing inquiries, drafting and managing correspondence, maintaining records, data entry and light bookkeeping, tracking office supply inventory, arranging maintenance of office equipment, assisting/supporting the Sales team (and production teams), and assisting with special projects and trade shows. This role blends manufacturing expertise with strong analytical capability and a systems mindset. Key Responsibilities Performs assorted clerical and bookkeeping duties including typing, filing, invoicing, billing/payment tracking, ordering, and completion of simple forms. Serves as the receptionist for the office, cheerfully greeting applicants, guests, and staff. Answers the main phone line, directing calls to appropriate individuals. Prepares letters, memos, forms, and reports according to written or verbal instructions. Proficiently works in Flexibake to perform regular/daily tasks, including creating and sending invoices to vendors and accounting, uploading receiving documents, creating pallet sheets from new orders for managers and warehouse team, etc. Monitors HMBC Invoice inbox to approve and code invoices, with daily submission to the Accounting team. Reviews HMBC Aging Report and collects payment for overdue invoices monthly. Creates end-of-period report for Sales and Accounting monthly. Prepare sample boxes and distribute samples to sales reps as directed by the Sales team. Assists Sales team with order input (e.g., when Sales team is traveling). Assists with trade show coordination, setup, and on-site support. Assist vendors, suppliers, and Accounting with any billing/payment questions. Order and maintains office supplies. Maintains employee purchases (e.g., bread products, T-shirts, water bottles), including cash handling. Maintains filing systems either manually or electronically. Required Skills/Abilities Excellent written and verbal communication skills . Commonsensical thinking with a solution-focused mindset. Excellent interpersonal skills and customer service orientation. Excellent organizational and multitasking skills with close attention to detail. Excellent time management skills with proven ability to meet deadlines. Ability to work efficiently, effectively, collaboratively, professionally, positively, and respectfully in a stressful, fast-paced environment. Proficient in all MS Office programs (Word, Excel, Outlook, PowerPoint). Education and Experience High school diploma or equivalent. Minimum 2 years’ experience in a professional office setting. Bilingual (English/Spanish) a plus. Working Conditions Prolonged periods sitting at a desk and working on a computer, as well as prolonged periods standing to load/pack product sample boxes. Must be able to lift (up to) 20 pounds. Position requires exposure to hot, cold, and hazardous equipment. Frequency of Physical Requirements Bend: Occasionally Climb/Crawl: Rarely Sit: Regularly Kneel: Rarely Squat: Occasionally Stand/Walk: Frequently Frequency of Mental Requirements Communicate Orally: Constantly Evaluating: Frequently Perform Calculations: Occasionally Read/Comprehend: Regularly Reason/Analyze: Regularly Write: Regularly Benefits and Perks Starting pay: $23 to $25 an hour Health, Dental and Vision benefits 401k benefit after 6 months of employment Up to 5 paid holidays per year 50% Employee Discount A fun work environment with great people! *First Meridian utilizes E-Verify to confirm work eligibility within the US. **First Meridian is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, disability, or protected veteran status. About Harvest Moon Baking Company Harvest Moon Baking Company (HMBC) was born in 2006 in Denver, Colorado. What started as a homegrown bakery has stayed true to old-school baking traditions ever since. We use pure, simple ingredients with no artificial preservatives, focusing on quality, consistency, and craft in everything we make. As we celebrate 20 years of baking, we're proud of how far we've come and grateful to the partners who've grown with us along the way. Today, our handmade artisan selections are delivered to and served in restaurants across the United States. We say it, and we mean it: Thanks for letting us handle your buns.