Corporate Administrative Assistant

Description

About Us

We’re a family-owned business that’s been making premium dog foods, treats, and chews for more than 26 years! Trusted by pet parents & loved by pets, all our products are made with the most premium ingredients & go through the most stringent QA checks. We always put your pet’s safety first!

Job Summary:

The Corporate Administrative Assistant will coordinate office activities and operations while providing clerical and administrative support across various departments in the corporate office. This role is key to maintaining smooth daily operations, supporting HR and accounting functions, assisting with marketing tasks, and managing office logistics. If you're an organized, proactive, and detail-oriented individual, we invite you to apply for this dynamic position.

Essential Duties and Responsibilities:

Office Operations:

• Serve as he receptionist for the office, greeting in-office visitors.
• Sort and  distribute incoming mail, process outgoing mail.
• Act as  the point of contact between the company and the building manager.
• Manage office and kitchen supply inventory (i.e., paper, envelopes, plates, cups ,etc.). 
• Order office snacks every Monday.
• Plan corporate events such as luncheons and in-office team-building activities.
• Manage office and travel calendars, scheduling meetings, events, and appointments.
• Operate office equipment including copiers, scanners, phones, and voicemail systems.
• Monitor and improve the office environment by ordering new furniture, reducing clutter, and reorganizing.
• Schedule and coordinate annual corporate storage clean-up.

HR Support:

• Organize and maintain office/HR records.
• Participate in HR projects.
• Assist with timekeeping.
• Assist with recruiting.
• Assist with attendance tracking.
• Perform clerical duties, including typing, filing, and completing simple forms.
• Copy, sort, and file records related to office, HR activities, business transactions, and other matters.
• Prepare letters, emails, memos, forms, and reports as needed.

Accounting Support:

• Contact customers regarding overdue accounts.
• Assist with reviewing logistic freight invoices for accuracy.
• Review Statements of Accounts and request missing invoices.
• Monitor and check Accounting emails.
• Schedule outbound FedEx packages. 
• Reconcile credit card receipts.
• Maintain filing systems.
• Set up new vendors.
• Oversee and maintain various spreadsheets.

Marketing Support:

• Coordinate sales team new hire kits, including organizing materials for onboarding.
• Maintain inventory of sales team items and notify marketing when a reorder is necessary,
• Assist with mailings for sales team or remote employees (e.g., holiday cards, marketing materials, etc.).
• Serve as the point of contact for business card requests and liaise with the art department 
• Lead the ordering of Redbarn logo’d office supplies (e.g., envelopes, letterhead) and maintain inventory.
• Generate mailing list for annual holiday card distribution.
• Make hotel arrangements for key events, such as Global, SuperZoo, and the annual sales meeting. 
• Handle state product registrations and AAFCO state violations.

Requirements

Qualifications:

• High School Diploma or equivalent GED or equivalent experience.
• Proven experience in an administrative role, preferably in a corporate office environment.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity  with office equipment (copiers, scanners, etc.).
• A  proactive and positive attitude with the ability to work independently and as part of a team.
• Discretion and confidentiality when handling sensitive information.  
• Valid driver’s license and access to a reliable vehicle to pick up weekly lunches (every Wednesday).

Additional Information:

• This position requires a flexible and proactive approach to work, as duties may shift depending on the company's needs.
• Candidates should be comfortable with performing tasks across a variety of departments (HR, Accounting, Marketing).
• Occasional travel for corporate events or meetings may be required.

Benefits:

• Competitive salary 
• Comprehensive health, dental, and  vision insurance